Administrative and Finance Assistant

الوصف الوظيفي

Organization: Gruppo di Volontariato Civile – GVC

Position: Administrative and Finance Assistant (AFA)
Location: Ramallah and Hebron
Application deadline: 24th of September
Starting Date: As soon as possible
Languages required: Arabic and English
Expected Duration: Annual contract (three-month probation period and extension based on performance). Further extension after the first year based on budget availability

Main Functions and Responsibilities
The AFA main functions are related to: budget management and reporting, financial management, human resources management and general administration and procurement.

Specific responsibilities:

Under direct supervision and technical guidance of the Administrative and Finance Manager, the key responsibilities of the AFA include:

Budget management and reporting
-Contribute to the preparation and drawing up of projects budget
-Monitor expenditure of decentralized offices in accordance with the internal control rules and procedures
-Report periodically on the status of the budget implementation and forecast to the Administrative and Finance Manager

Financial management
-Control of Country Office cash management
-Implementation of operational and financial management procedures and methodologies
-Reviewing and improving internal budget processes by monitoring the accuracy and timeliness of budget setting processes to identify areas for improvement
-Provide support in producing annual financial reports
-Support the Administrative and Finance Manager in the day-to-day operations in the full spectrum of accounting services, including accounts payable, accounts receivable, application of cash receipts, accounts reconciliation, billing, monthly closing of accounts, bank reconciliation, preparation of management reports, consolidation, forecasting, year-end closing of accounts
-Provide support in the reconciliation of balance sheet accounts, review monthly journal entries and the general ledge
-Implement central office and supervise decentralized offices petty cash process

Human Resources Management
-Provide support in administrating contracts and entitlements for all local GVC staff
-Assist the Country Director with consultant recruitment and staffing issues
-Support in producing evaluation reports on personnel
-Provides information regarding conditions of service, duties and responsibilities, and privileges and entitlements under GVC Rules and Regulations
-Assists with organization of training courses and workshops related to staff development
-Maintain policy, personnel, financial and general administrative files; maintain and update data bases and tracking sheets for facilitating follow ups

General Administration & Procurement
-Analyze and maintain an overview of the work of the projects to ensure that timely administrative/financial support is provided in general and in particular areas.
-Guide and supervise decentralized offices procurement of goods, services, property and equipment in keeping with the GVC’s rules and procedures
-In general perform any other duties as may be assigned

Required qualifications and experience
-University degree in Finance/Accounting or related field or equivalent professional experience;
-A minimum of five years of professional experience in the field of finance/administration and/or accounting
-Experience in Finances and Administration management and Procurement for International NGOs
-Previous experience in submitting financial reports to the European Union and similar international entities would be an asset
-Proficient in the use of MS Office applications, particularly advanced level in MS Excel is required
-Strong ability to establish priorities, work within tight timelines and multi-task;
-Able to work under minimal supervision with high level of resilience;
-Good team player with strong inter-personal skills demonstrated by the ability to work in a multicultural, multiethnic environment with sensitivity and respect for diversity
-Fluency in Arabic and at least very good knowledge of English

Application Procedure:

Interested applicants should submit cover letter and CV by e-mail to