Admin/Finance Assistant

Collective efforts and fights are stronger when they are bound together through solidarity,
campaigns and common causes between communities, organizations, social movements
and other allies to influence local and global institutions and public policies.

Our Commitment to Safeguarding
Alianza is committed to preventing any type of unwanted behavior at work including sexual
harassment, exploitation and abuse, lack of integrity and financial misconduct. We are also
committed to preventing and responding to any form of sexual harassment, exploitation and
child abuse and abuse of adults at-risk, whether carried out by staff/representatives or
resulting from our work. Alianza expects all staff and volunteers to share this commitment
through our code of conduct. We place a high priority on ensuring that only those who share
and demonstrate our values are recruited to work for us.

JOB DESCRIPTION

The Admin/Project Assistant will support the Projects,admin and financial processes of the
office and will support the economic follow up of the projects that Alianza is implementing
with the local partners in oPt.
The position reports directly to the Regional Financial Coordinator and the Head of
Mission.
MAIN TASKS AND RESPONSIBILITIES

The admin assistant is expected to engage on the following tasks:
Logistics
- Coordinating and arranging events, trips and workshops with ApS team
- Follow up registration´s renewal and updates with the different governmental
   ministries
- Acquisition of equipments and office stationery, hospitality and supplies
- Supervise the maintenance of office equipments
- Collection of correspondence and documents

- Payment of invoices
- Vehicles: maintenance, insurance, servicing, fuel management

- Submission of documentation: payment of taxes, bank documents
- Issuance of out-of-country visas for staff and partners

- Finding personnel accommodation and managing payments

Finance / Administration

- Support the accounting process of the office as requested
- Support the preparation of financial information for the annual audits of APS
   Responsibility of maintenance services of the internet connections, telephones, network,
   computers, and other IT equipment owned by ApS office
- Responsibility of all the insurances management
- Responsibility of the office cleaning management
- Coordinating and facilitating the purchase process of goods and services needed.
-  Conduct an inventory of physical assets and control them
-  Follow up on car maintanance and registration.
-  Translation of office documentation from Arabic or Hebrew into English and vice
    versa
-  Ensure the update of administrative and finance filing and contact list.
-  Compile expenditure documents from ApS office for reporting to donors or internal
    reporting.
-  Provide the ApS Administrator with indications about possible deficiencies in the
    received documentation.
-  Prepare documents for legalization in the Spanish consulate.
-  Receive and archive in ApS office the certified documents from the Spanish
   consulate.
-  Prepare the report back up documents for shipment to Spain according to
    established model/list.
-  Prepare and coordinate shipments.

-  Manage the organisation/filing of the information (documents) supporting the
    management of the APS office in its corresponding archives.
-  Photocopying, notarising and scanning all required documentation related to the
   management of the ApS office.

-   Ensure that all staff have identification cards.
-   Archive reports back up documents in ApS office according to established model.
-  Supporting in financial and administrative documentation of support.
-  Supporting in financial information on activities in a transparent and concise manner.
-  Scanning and sending scanned copies to requesters, mainly scanned copies for the
   coordination office, finance contracts and daily administration work
-  Preparing the needed records for daily financial transaction when required
-  Preparing consultancy/training ToR using the standard templates
-  Filing the supporting documents in the ApS office according to the established
   template.
-  Responsible for receiving, translating and responding to requests from the national
    authorities.
-  Responsible for receiving, translating and responding to requests from the Israeli
    authority.
-  Support in carrying out project audits.
-  Prepare meetings MoM
-  Coordinate APS meetings (discussions, trainings, workshops, etc.)
-  Maintain contact lists
-  Follow up on Office Calendar adding appointments, meetings, holidays,
   staff vacation, staff sick days, deadlines …
-  Follow up of APS annual budget

Human Resources

-  Ensuring that HR files are kept up to date

-  Responsible for drawing up staff contracts
-  Ensuring HR files are up to date (physically & Electronically)
-  Prepare and launch staff ToR
-  CVs revision
-  Set interviews for new recruitments
-  Assist in payroll preparation by providing relevant data to finance coordinator: Time
    sheets, leave trackers, sick leaves etc.
-  Perform orientations and update records of new staff.
-  Prepare staff contracts and addendum drafts

Technical/Administrative Project Support

-  Prepare and publish ToR for external consultancies
-  Support in selection processes: drafting evaluation matrix according to set criteria,
     evaluate offers, notify winning bid and other candidate of selection outcome
-  Draft contracts for external consultancies according to technical and financial
    criteria, receive other necessary supporting documentation from consultancy
-  Draft project agreements and addenda for new/ongoing projects, receive
   signatures and verify that all original documents are collected, file documents
- Support in the Monitoring and Evaluation process: translation of Sources of
   Verification (from Arabic to English and, if needed, from English to Spanish with
   online translator), create title pages according to Logframe, merging, reducing in
   size, uploading of files on respective Sharepoint folders and server
-  Receive and check the physical documents received from partners and the Gaza
   office, file in accordance with APS filing system
-  Collect and coordinate with local partners about supporting documents for project
    formulations (support letters, proformas, etc.)
-  Assist in managing and monitoring budget expenditure and revisions and provides
    interim status reports of all projects
-  Perform other related duties as required.

Security

- Implement and enforce safety standards and criteria for office

Others

-  Perform other Administrative duties as required by the direct supervisor and the
    Head of Mission.
-  Promote and maintain an organizational culture of teamwork, open and
   participative in the office of ApS and the Members

IN ADDITION, HE/SHE WILL BE AVAILABLE FOR OTHER TASKS THAT MAY BE
ENTRUSTED TO HIM/HER BY THE DIRECT SUPERVISOR.

Security and Code of Conduct

-  Apply and adhere to the internal regulations in Alianza office in Palestine,
   including safety regulations.
- Respect Alianza’s code of conduct for the office

جميع الحقوق محفوظة لموقع جوبس.

 Jerusalem ID holder with a valid driving License ,to be able to attend Office regularly. 

Interested candidates should send their resume with motivation letter on or before Thursday 25th Jul 2024 to [email protected] and [email protected] indicating your name, surname and the job title (Admin/Finance assistant) in the subject line of your e-mail application.CV´s will be checked on rolling basis.

Qualified candidates are encouraged to apply and those shortlisted will be contacted.