Administrative Officer

الوصف الوظيفي

Position:Administrative Officer
Responsible to:Finance & Support Services Manager
Location:Ramallah
Closing date:12th March 2014
Job Type:Full Time

THE ORGANIZATION

Handicap International is an international organisation. Non-governmental, non-religious, non-political and non-profit making, it works alongside people with disabilities, whatever the context, offering them assistance and supporting them in their efforts to become self-reliant. Since its creation, the organisation has set up programmes in approximately 60 countries and intervened in many emergency situations

THE JOB

Under the responsibility of the Finance & Support Services Manager, the Administration Officer will ensure Ramallah office management for all issues related to administrative, human resources, financial and logistics.

To ensure that the country’s legal framework is respected and that the administrative framework defined by head office and the rules specific to the programme are applied, with the constant aim of defending the association’s interests and ensuring the correct utilisation of resources.

S/he Main tasks will include:
-Administrative procedures with authorities as focal point for legal issues in West Bank (Ensure that the formalities required by local legal laws & institutions are completed on time, registrations for staff, visas …etc).
-Administrative management of the office & other premises in Ramallah (relationship with landlords, insurance follow-up, supervision of cleaner and management of cleaner’ planning etc.)
-Management of HI Human Resources in West Bank (prepare staff work contracts, ensure the recruitment processes are followed for any new opening of position, keep updating the HR files, ensure the dissmination and respect of the organization internal regulations, monitoting leaves in it’s different types, salaries, allowances, benifits…etc) and it’s explnation to the teams, proper update of HR database & filing of all the HR documents and sharing with coordination office, management of the support staff at the West Bank level.
-Management of staff movements (weekly and daily movement planning, organisation of car & taxi transfers between the office and field).
-Ensure management of the financial resources:

Budget (responsible to draft the office support costs budget, it’s follow up & revision with proposition of reallocations to decrease the level of own funds, train the project teams on budget work and support them whenever needed, prepare monthly budget follow ups and share with the project managers for follow up and analysis).
Cash follow management: in charge of daily management of the office cashboxes & bank accounts, monthly treasury needs forecast preparation and follow up the operation of transfers.
Ensure the commitment of expenditures procedures are followed and respected by all teams, and as well explaining it when necessary mainly for the new arrivals, as well support the Project Managers in a explaining the supply chain process..
Accountancy: Responsible for daily & proper follow up of the West Bank accountancy (Payments operation, record in and maintain journals, accountancy preparation & proper filling, and the transmission of originals on monthly basis to the coordination office).

Partners financial follow up: Responsible for the proper filling of all partnership agreements & annexes, amendments, updating partners database on regular basis, transfers operation and it’s closure on time, validation of the financial pieces buy budget holders, preparation of financial reports including cash flow follow up with the advances of the partners, assist in the assessment of partner administrative & financial capacities and planning for on the job trainings and support field visits to partners.
-Ensure that all contractual documents existing are followed up on and consequently archived (Commercial, lease/rental, consultancies, HR, logistics…etc) and circulated to the coordination office.
-Organize with the logistics Assistant the different stages of the local purchasing of goods and services: market surveys, quotations, bid analysis, pro forma requests, ordering, receipt, conformity checks, and organize necessary transportation according to HI purchase procedurs.
-Manage the supply of materials/ services for HI premises & projects in the West Bank.
-Ensure with the Logistics Assistant Ramallah office equipment/IT needs identifications, installation, allocation, follow up of it’s maintenance, monitoring and updating related follow up charts and files, and running physical sock take in accodance with HI equipments monitoring procedures.
-Ensure with the Logistics Assistant the proper vehicles management (reinforce the rules governing vehicles usage, organize it’s maintenance when needed, regular check up. Follow up of administrative tools: car documnentation, log books, weekly checking, and update all vehicles related monitoring charts and files).
-Responsible for the follow up of staff visas, work permits (documents preparations, submission to related parties, and it’s continuos tracking).
-Any other tasks required by his line manager or needed for the running of the projects.

THE SUCCESSFUL CANDIDATE
-Must have a Bachelor degree in Accounting, Business Administration or any other relevant social sciences.
-Ability to work under pressure in an unstable and changing environment, Flexibility, ability to take initiatives and make decision.
-Good team player.
-Must have strong organizational skills, posses’ diplomatic, strong communication and interpersonal skills, solution oriented.
-Good skills in co-ordination and the transfer of knowledge are essential. The person must be able to work independently and without constant supervision.
-Excellent communication skills are essential to ensure cohesion with other colleagues and partner staff.
-Good understanding of the accounting, financial, and logistics processes.
-Capacity to formalize tools and procedures.
-Training capacities.
-Ability to understand and follow oral and written instructions.
-At least 4 years’ experience in similar positions with International NGO’s preferable.
-Must have a strong practical knowledge of MS office (Word, Excel, outlook…etc).
-Should be aware to the needs of vulnerable groups.
-Excellent knowledge in English language (written and spoken) and Hebrew language is an asset.
-Must have valid driving licence at least for three years.

Initial contract will be for a period of 1 year and the position is based in Ramallah.

Handicap International is an equal opportunity employer and

Particularly welcomes applications from persons with disabilities

Interested candidates may please send their resume with cover letter before the 12th of March 2014 to: