Programme Assistant

Job Title Programme Assistant

Location Ramallah, West Bank

Mission Medical Aid for Palestinians (MAP) works for the health and dignity of Palestinians living under occupation and as refugees. MAP is the leading UK charity delivering health and medical care to those worst affected by conflict, occupation and displacement, in the occupied Palestinian territory and Palestinian refugee camps of Lebanon.

Job Purpose

Salary ILS 53,904-65,460 annually

Hours Fulltime

The purpose of the post is to provide logistic, programme, and admin support to MAP staff and visitors in WB.

Reporting to Director of Programmes in West Bank (DoP – WB)

Key Internal Relationships Director of Programmes in West Bank (DoP – WB); staff in West Bank, Gaza, and London offices.

Key External Relationships MAP’s partner organisations, ministry of health, MAP donors and visitors from the UK, other Health local and international NGOs

Contract Temporary for 6 months (Maternity Cover)

This job description does not form part of your contract of employment and can be amended from time to time as the needs of the organisation require.

Duties and key responsibilities

Administrative Support

Responsible for the general filing management in the office, i.e. creating new files with proper indexes according to the need via file share.
Assist with the translation of documents from English to Arabic and vice versa
Support fundraising and communication related activities as may be requested. This may include; case studies, situational analysis photography, upload on drop box, etc.
Mainly act as the liaison person for London and Gaza offices requests at WB office.
Maintain the confidentiality of incoming and outgoing faxes, email, documents, records and files.
Maintain the shared calendar of events for WB office and keep it up to date.
Oversee office management and administrative tasks, including meeting minutes, team schedules, information and documentation, receive and distribute mail and faxes, update contact lists, and follow-up on stationary needs.
Support F&A Manager in relationship management with MAP’s financial stakeholders; suppliers, banks, contractors, donors, and auditors in the West Bank.
Support the F&A Manager to ensure compliance with MAP policies and procedures relative to finance, administration and logistics issues.

Operational Support

Ensure all logistical arrangements for staff members and consultants including issuing organization cards and business cards, following on IT and admin needs of WB office
Assist in permit and visa applications for MAP staff and visitors and students or doctors/ from MAP partners’ organizations.
Organize logistical arrangements for field missions and works; coordinate logistical and security arrangements for delegations and partners visiting oPt from the UK and Gaza Strip such as hotel accommodation, transportation and preparing logistical arrangement payments.
Support the preparation and the submission of paper work necessary for permits applications for MAP staff and delegations and follow up permits issuing
Provide IT support as it may be necessary for the team
Hold the petty cash box for WB office
Assist in updating the security handbook for WB office
Oversee the preparation of emergency preparedness manuals for OPT staff, including regular update of Constant Companion and provide central logistics, admin and finance support in emergency responses.

Programme Support

Liaise with the programme team and national counterparts to facilitate project requirements as needed
Monitor the delivery of procured items at partners’ or at MOH
Support the monitoring of MAP projects in WB in coordination with the programme staff. This may include updating existing M&E tools or field visits to partner’s activities.
Support the programme staff in keeping monitoring sheets updated
Work closely and carry out other duties as requested by DoP within the scope of this position
Assist in drafting partner’s agreements and in any due diligence processes needed for partners
Assist in some parts of the quarterly and accessing OCHA database when needed for demolition data.
Attend meetings as necessary with partners and AIDA meetings in coordination with DoP

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PERSON SPECIFICATION

Essential requirements

A university degree in business, management, international development, or a related field
At least 4 years working experience in a related field
Demonstrated good skills in logistic, administrative and communications work;
Ability to interpret and analyse data and resolve operational problems, propose solutions
Ability to work with minimum supervision, and to plan and organize work
Flexible to deal with a wide spectrum of tasks the job entails
Able to work in an international environment
Excellent command of written and spoken English and Arabic
Proven computing skills (word processing, spreadsheets, online applications)
Valid driving licence

Desirable requirements

Experience in INGOs
Experience with organizing travel logistics for big missions
Relative background in media or communications is an asset.

APPLICATION PROCEDURE AND DEADLINE

Candidates should download and fill the application form at the following link: Application form

and send it to

[email protected]

by Friday the 23rd of February 2018. Please write “Application –Programme Assistant, West Bank” in the email subject line. Do not attach CVs or any other documents. Only shortlisted applicants will be contacted.