Administrator Assistant

About Solidarités International

SOLIDARITES INTERNATIONAL (SI) is an international humanitarian NGO which, for more than 40 years, has been providing assistance to populations affected by armed conflicts and natural disasters by meeting their vital needs for food, water and shelter. Particularly involved in the fight against diseases linked to unsafe water, the first cause of death in the world, SI's interventions provide expertise in the field of access to drinking water, sanitation and hygiene promotion, but also in the essential area of food security and livelihoods. Present in around twenty countries, SI's teams - 2000 people in total made up of expatriates, national staff, permanent staff at headquarters, and a few volunteers - work with professionalism and commitment while respecting cultures.

Solidarités International (SI) is determined to prevent and fight all type of abuse – all act of exploitation, abuse and/or sexual harassment (SEAH) against members of beneficiary communities or collaborators, fraud, corruption, violation of persons and/or property, funding of activities harmful to human rights – that could be perpetrated in the frame of its interventions. SI implements a zero-tolerance policy regarding acts of SEAH.

Solidarités International is an equitable employer committed to find all forms of discrimination. SI will ever ask for any remuneration to take part in a recruitment process.

About the position

Job title: Administrator assistant

Post location: Gaza Strip, office in Deir Al-Balah

Starting date: ASAP

Contract duration: 3 months renewable according funding

Job Summary:

At his/her assigned base level, the administrative assistant supports the administrator in the processing of accounting operations as well as all tasks relating to Human Resources.

Job Description:

Administrative management of personnel:

• Welcome and participate in administrative briefing of new personnel
• Assist the administrator for the administrative management of recruitment and hiring
• Participate in the organization of training
• Ensure archiving and monitoring of individual dossiers and deliver all documents relative to the professional life of Solidarités International employees
• Ensure the confidentiality of all HR datas
• Participate in the monitoring of work contracts on the base
• Collect payment details and integrate them into the Human resources management software (Homère)
• Issue pay slips and supervise payment of salaries after approval by the administrator
• Calculate taxes and duties and create pay records for the relevant organizations
• Keep an organization chart up to date for the base
• Assist the administrative in the organization and conduct of meetings with personnel representatives
• Participate in the application of policies relating to salaries and benefits for Solidarités International
• Monitor changes in the cost of living

Team management

• Train and support team members under his or her supervision
• Ensure the minimal replacement of members of the admin services in case of absence (days of, sickness etc.)

Treasury / accounting / management

• Supervise the physical maintenance and safety of cash boxes
• Prepare monthly closing, revision and integrity of accounts for the base
• Issue vouchers, supervise archiving of records
• Participate in audits or any checks issued by partners or head office, at the base level
• Participate in the consolidation of budget follow ups and cash forecasts at the base level
• Monitor due dates for payments of contracts managed by the administrative coordinator
• List liquidity needs in concert with the admin coordinator
• Carry out pay-outs and advances, within established guidelines
• Keep the registry of cash pay-outs and the cashier’s register
• Record budgetary transfers and keep accounting codes
• Verify, before recording, that records conform to regulations and procedures of Solidarités International
• Translate accounting documents if necessary
• Exchange currencies at request of superiors
• Verify cash balances daily and report any discrepancies to superior
• Archive accounting records according to Solidarités procedures after a final verification of receipts etc.
• Guarantee security of the cash and confidentiality of information

Reporting / communication:

• Participate in supervision of regulations in effect
• Aid admin coordinator in relations with administrative authorities

جميع الحقوق محفوظة لموقع جوبس.

Studies: Bachelor or equivalent, in administration, accountancy, finance, HR or any relevant field

Experience: 2 years' experience in the sector, experience in NGO is an asset. Experience in team management appreciated.

Languages: English professional working, fluent in Arabic

Skills:

• High proficiency in computer skills, including Microsoft Office365 (Teams, Outlook, Word, Excel, PowerPoint), data backup and recovery tools, network management, mobile communications, and hardware troubleshooting. Knowledge of SAGA or HOMERE is an asset.
• Excellent communication and organizational abilities
• Knowledge of major humanitarian donors and donor compliance issues is preferable. 

This role is offered on the basis of national terms and conditions

Interested candidates are invited to submit their application, composed of a CV and a cover letter, preferably in English, before 30th Nov 24, through Jobs.ps or to the mail address [email protected]. Please indicate the position title in the subject line of your e-mail.

 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; therefore, early applications are encouraged.

Only shortlisted candidates will be contacted for an interview.