Admin & Finance Assistant

CARE Palestine (West Bank/Gaza) is looking for a committed professional to the values of Transformation, Integrity, Diversity, Equality, and Excellence for a six-month contract with possibilities of extension, to fill the following vacancy:

Admin & Finance Assistant - Gaza Office

The Admin & Finance Assistant will perform administrative, finance and procurement support and technical assistance in the delivery of fundamental services to the Gaza office.). The Admin & finance Assistant will provide support to the different projects and administration operations. This includes but is not limited to: Administrative tasks, facilities management, filing, preparation of letters, maintaining confidential documents and databases, prepare purchase request for office’s needs, payment requests for office payments, and follow up on CARE facilities supplies and services and following on RFQs. The Admin & Finance Assistant will be in charge of the petty cash for the office in Deir Al-Balah.

The Admin & Finance will also provide administration and HR support functions and will work directly with the support staff; HR, fleet, IT, finance, Procurement and contracts in close coordination with Gaza Senior Admin / Procurement Officer.

Tasks and responsibilities:

Job Responsibility #1: Administration

• Maintain Dar Al-Ballah Office reception area, keep it presentable at all times, and ensure safety and accessibility of the entrance and reception areas.
• Identifies and manages maintenance needs for the Office. This includes but is not limited to office premises (and liaison with landlords), office equipment, phone systems, air conditioning systems, and alarm systems
• Ensure all visitors, new staff have activated mobile phone and prepare the monthly payment request for finance
• Ensure all utilities and rents are paid on time
• Liaise with landlords for any issue related to the CARE facilities in Gaza
• Creates and maintains various databases as required. (e.g. tracking sheets, procurement status report, etc.).
• Organizes meetings and workshops as/when required

Job Responsibility #2: Financial Responsibilities

• Prepare payment requests for office expenses such as rent, electricity, water, telephone, etc..
• Establish a database to track periodic expenses to be updated on a monthly basis.
• Consolidate the monthly cash projections for the office to be shared with the finance departments
• Maintain Gaza office petty cash and prepare petty cash vouchers, payments, and coding as per the policy
• Ensure that all transactions are approved by the budget holders and allocated to the correct budget line
• Send monthly replenishment request for the petty cash
• Perform all banking duties such as cashing checks or making deposits
• Conduct periodic inventory of all equipment registered into CARE database.

Job Responsibility #3: Human Resources

• Assist new recruitment by:

 - Ensuring all required form are completed and sent to Ramallah

 - Collecting and organizing all CVs received and share them with the Hiring Manager

 - Support the organization of the interviews

- Archive all documentations for each recruitment

- Support Orientation of new staff with collecting all documentations needed for the new staff file and prepare the orientation schedule in coordination with the HR manager in Ramallah

- Brief all new staff on the HR guidelines and procedures in place in CARE Palestine and the specificity for Gaza

Job Responsibility #4: Procurement

Under the supervision of Procurement/Admin Officer, s/he will support and lead-as required- the following:

• Coordinate with program, logistics and finance to ensure timely, effective and accurate procurement takes place.
• In coordination with the Logistics Officer, Help maintain communication with suppliers, track order statuses, and follow up on deliveries to ensure timely receipt of goods and services.
• Assist in monitoring and conducting regular stock checks on inventory levels of office supplies, stationery and hibernation kits, to prevent shortages or overstock situations.
• Provide support to the procurement team, including scheduling meetings, preparing documents, and handling routine inquiries.

جميع الحقوق محفوظة لموقع جوبس.

Job Profile Requirements

• Bachelor’s degree in business administration, Accounting, Public Administration or any related field.
• 2 years of relevant working experience.
• good command in Excel and Word.
• Ability to speak, write and communicate fluently in Arabic and English, and has a good command of English.
• Work in a team.

Interested applicants are encouraged to send their CV by e- mail to [email protected], to the attention of the HR Department no later than Sunday 14/07/2024, indicating the job title in the subject line and cover letter. Applications received after this date or that do not meet the qualifications above will not be considered. Only short-listed candidates will be contacted for an interview.

Applications from female candidates are strongly encouraged.

CARE International promotes the principle of Equal Opportunity for all.

***Due to the urgency to fill this role, applications will be reviewed on a rolling basis. Kindly note that the position might be filled before the vacancy announcement is closed.