Administrative & Financial Officer

MÉDICOS DEL MUNDO – SPAIN
Needs to fill the position of a
Administrative & Financial Officer in GAZA
For the implementation of our current projects in the Gaza Strip:

KEY INFORMATION

Job Title: Administrative & Financial Officer
Job Location: Gaza City
Contract Duration: 12 months (including 3 months’ probation period).
Schedule: Part Time (22 hours per week) on a basis of 4 hours/day schedule.
Starting Date: 12th of March, 2018
Deadline: 1st of March, 2018.

SUMMARY

Medicos del Mundo Spain (MdM-Sp) is present in Palestine since late 2006. During this time, our scope of intervention has been focused on supporting the Palestinian population during the emergencies, promoting mental health, its integration into primary health care, and carrying out specific actions to support the public health system. Currently, MdM-Sp is supporting the Ministry of Health (MoH) in Gaza in two different areas Child Orthopedics and Mental Health.

To ensure the good implementation and accountability of our activities in Gaza, MdM-Sp need to cover an Administrative & Financial Officer position.

GEOGRAPHICAL SCOPE OF INTERVENTION
Gaza Strip. The position will be based in Gaza City, with the possibility to travel for occasional training and administration tasks to Jerusalem and/or the West Bank.

ORGANIZATION CHART
The selected candidate will be part of the project team and will report to the Project Manager.

SPECIFIC OBJECTIVES
Responsible for all administrative, budget and accounting tasks of MdM-Sp in Gaza under the supervision of the Project Manager, at the Gaza Base.

FUNCTIONS

Administrative Management:

Base Procedures and Management:

Follow up the implementation of the administrative, financial and human resources procedures for the MdM-Sp office in Gaza.
Under the supervision of the Project Manager, prepare procedures for eventual issues related to the Gaza office.
Brief new staff about MdM-Sp terms and conditions of employment and internal regulations.
Track office consumption of the electricity, telephone, mobiles, internet, and car fuel.

Filling and reporting

Responsible for filing and archiving administrative files and financial documents.
Proceed with tax payments.
Facilitate an external auditing report.
Draw up monthly reports to be submitted to the Project Manager.

Financial Management:

Budget

Propose and estimate the budget of MdM-Sp projects in Gaza together with the Project Manager. In particular, participate in the elaboration of the annual project budget, and the project proposals’ budget.
Identify the monthly financial needs in the Gaza Base in collaboration with the Project Manager and request HQ fund transfer when needed.
In coordination with the Project Manager, follow up on the budget execution.

Accountancy

Recording, codification and filing of all invoices and receipts of expenditures daily according to the MdM-Sp financial procedures.
Encode financial transactions in SAPP monthly.
Prepare the monthly accounts and send them to HQ timely.
Give support and advice to the Project Manager about VAT exemption.

Cash management

Responsible for the finances of the Gaza base.
Responsible for the payment of bills, rents and others expenses linked to the MdM-Sp mission in Gaza, including the payment of the staff salaries.
Management of daily, weekly and monthly closure of petty cash by donor.
Management of cash payments and cash documentation: receipts, invoices and all the documents involved in the justification of the expenditure.
Fulfill the advances of cash for any activities in the field.
Request and collect the Bank Statement on a monthly basis.
To fulfill the Cash and Bank Sheet of the SAPP Accountancy model provided by MdM-Sp.
To prepare the Bank Conciliation Sheet.

Purchase

Validate the order forms according to the purchase procedures of MdM-Sp.

Human Resources

Record Keeping

Keep individual staff files for MdM-Sp Gaza base national staff.
Update and archive appropriately all administrative documents related to the Gaza staff.
Tabulate the working hours forms of all national staff, follow up compensation of extra hours according to the MdM-Sp procedures.
Update on a monthly basis the follow-up of annual leave of the Gaza staff. Make sure all national staff shall plan their annual leaves according to the MdM-Sp procedures.
Advice the Project Manager in whatever modification of the Labor law.
Support the Project Manager in requesting and follow-up of coordination of permits.

Human Resources

Support the Project Manager, in resolving eventual internal conflicts by providing information on staff internal regulations, legal and administrative rules.
If requested by the Project Manager, participate in team meetings on administration issues.
Ensure good internal communications and the effective circulation of information among the Gaza team and between West Bank, Jerusalem and Gaza bases.
Participate in recruitment processes: supervise the job announcement writing and its dissemination, receive the applications, contact short-listed candidates, and participate if requested, in the recruitment interviews.

Representation

Attend to administrative forums in Gaza upon request of the Project Manager.
Represent MdM-Sp in meetings with projects partners and financial institutions in administration issues prior request of the Project Manager.
Represent MdM-Sp in the relationship with the Palestinian authorities in Gaza relate (specially with Ministry of Finance and/or Ministry of Interior).
Coordinate administrative actions related to MdM-Sp staff with other MdM-Sp Bases.
Keep PM updated and bring feedback from all meetings.

Other Specific Task

Translate verbally/written from Arabic to English and vice-versa when necessary.
To maintain good professional relationships with national and international partners.
To attend team meetings and to give qualitative inputs
Perform other additional duties on request of the Project Manager/General Coordinator.

This job description can be modified at any time according to changes in MdM-Sp activities or the context with prior notice and agreement between the parties. The employee shall respect MdM-Sp regulations and is expected to be available anytime in order to answer to an emergency situation and be flexible and available beyond normal working hours if requested and preciously agreed.

جميع الحقوق محفوظة لموقع جوبس.

REQUIREMENTS

Professional Training:
- University Degree or Diploma in Administration, Finance or Accounting Required.

Working experience:
- 2 to 3 years previous experience in accountancy and administration is required.
- Previous experience with International NGO in Gaza is preferred.

Specific Skills:

- Strong communication and interpersonal skills, with proven ability in Excel.
- Experience working in complex emergency context is desirable.
- High Responsibility, problem solving ability, had working and well organized.

Language requirements:

- Fluent in Arabic and English (spoken, reading and writing).
- Knowledge of Spanish will be an asset.

Computer literacy:

- Microsoft Office package (especially Word, Excel and Outlook).
- SPSS and/or statistical software will be an asset.

BEHAVIOUR

To respect MdM-Sp ethics, principles and regulations as well as the dignity of the beneficiaries.
To contribute to the achievement of the MdM-Sp policy in terms of equity, gender equality and protection of the human rights.
Strict compliance with the safety protocols established by MdM-Sp.
To respect each team member’s position and hierarchical links.
To avoid any kind of violent behaviours and aggressiveness at the workplace.
To work as part of a team and participate in different activities.
Show a positive attitude and motivation at work.
Willingness to improve own knowledge and skills by participating in capacity building activities.
Ability to accept feedback and willingness to improve own capacities.
Contribute to generate a positive work environment.
Respect and contribute to the achievement of MdM-Sp schedules and deadlines.
To contribute to the cleanness and tidiness of the workplace.
To report any breach of the MdM-Sp Code of Conduct.

SALARY CONDITIONS
Salary scales of Médicos del Mundo in the oPt will be applicable to Category 6. Level 1.

People interested in the position must send their resume or CV, 2 references and a one-page motivation letter in English to

[email protected]

before 1st March, 2018 indicating in the subject: Admnistrative and Financial Officer in Gaza

Notes:

MdM Spain will contact only pre-selected candidates by email. Applications unanswered within 7 days after deadline must be considered dismissed.

The position will be filled as soon as a suitable candidate is identified.

Médicos del Mundo promotes equal opportunities. No candidate with a valid profile will be excluded because of a functional diversity or for whatever birth, ethnicity, religion, age or gender reasons.