Secretary

Secretary-Immediate Start

The Union of Charitable Societies–Jerusalem (UCS) invites highly qualified candidates to apply for the following post:

 Position Title    : Secretary

Reporting To    : Director-General

Location            : East Jerusalem

Duration            : 12 months contract-renewable.

Job Type            : Part time (Monday till Thursday from 9:00-15:00).

Closing Date      : Thursday-April 6, 2023

Vacancy Code   :  ADMIN/2/2023

1. Project Background:

UCS is the first National Palestinian non-profit and independent union of non-governmental charitable and developmental societies that was established in Jerusalem in 1958. It strives to build an effective Palestinian civil society through advancing the Palestinian civil work in an institutionalized and democratic manner and according to good governance and accountability standards in order to contribute to national building and sustainable development. UCS aims mainly at empowering the Palestinian non-governmental organizations, developing their resources and advocating for their rights and causes. It also strives for supporting sectoral development priorities in the fields of social welfare, poverty reduction, health, education, childhood, women and youth empowerment, integration of the disabled people, elderly care, human development and demographic planning.

2. Main duties and responsibilities

We are looking for a responsible Secretary to perform a variety of clerical tasks support in a well-organized and timely manner. Duties of the Secretary include providing logistic support to UCS team, assisting in daily office needs and managing our organization’s general administrative activities. Also duties of the Secretary include making travel and meeting arrangements and maintaining appropriate filling systems.

3. Specific duties and responsibilities

• Greet visitors, answer their inquiries, and create a welcoming environment.
• Assist UCS Director-General and line managers in organizing their administrative work in order to carry out their tasks accurately and successfully.
• Handling executives' requests and queries appropriately.
• Follow-up requests and needs of member associations with the relevant departments and the Director-General.
• Organize and maintain files and databases in a confidential manner
• Manage communication including emails and phone calls
• Screen phone calls, redirect calls, and take messages
• Schedule appointments, meetings, and reservations as needed
• Receive deliveries; sort and distribute incoming mail
• Maintain and order office supplies
• Ensure that UCS offices are kept clean and tidy
• Receive invoices and review for accuracy
• Responsible for petty cash payments ensuring that the cash payments are correctly recorded in cashboxes and cash count is conducted on daily basis.
• Coordinate staff travel arrangements including transportation and accommodations
• Any other duties and responsibilities assigned by the UCS that are within the incumbent’s expertise and experience.

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4. Professional Qualifications:

• A bachelor's degree from a recognized university in business administration, English language, public relations or any related fields. (A diploma in office management is accepted if the applicant has proven skills and a distinguished personality).
• Minimum 2 years of proven experience in a similar role, preferably with NGOs or INGOs.
• Excellent organizational and prioritization skills.
• Ability to work with limited supervision and to structure own work independently and deliver assignments in a timely manner often under time constraints.
• Positive, tactful and diplomatic individual with strong communication skills, who can build trust and confidently navigate both internally and externally at different levels.
• Ability to multi-task effectively as well as display professionalism and confidence.
• Ability to solve problem.
• Skill in document composition.
• The applicant must be fluent in both speaking and writing English and Arabic with Hebrew desirable.
• Excellent knowledge and Professional user of MS Office, web browsing and social media.
• The applicant must have a valid driving license.
• The applicant must be a resident of Jerusalem.

5. How to apply:

All applicants are requested to send their resumes along with a cover letter in English to the following email address: [email protected] and quote “Secretary Vacancy” in the subject line. Only short listed candidates will be contacted for an interview.

The Union of the Charitable Societies-Jerusalem (UCS) is an equal opportunities employer and females are highly encouraged to apply.