Log/Admin Assistant

Log/Admin Assistant/Nablus

PREMIERE-URGENCE-AIDE MEDICALE INTERNATIONAL (PU-AMI) is an international apolitical and non-religious non for profit organization intervening in more than 20 countries around the world to help people to survive and rebuild their lives. Première Urgence-Aide Médicale Internationale merged in 2011 to offer a better range of life saving care and life-changing assistance to communities affected or forced to flee from war or disaster.

SCOPE OF WORK: The Log/Admin Assistant is responsible for the implementation of the Logistic & Administrative procedures in Nablus base. S/He carries-out and follow-up all logistics tasks related to Nablus structure. S/He will ensure that the required documentation is available in the logistics folder of the base to comply international standards and the national policies of PU-AMI on the base. S/He will ensures that the needs of the base in Nablus are well complied.

The Nablus Log/Admin Assistant reports to the Field Coordinator and receives technical support from the Administrative team based in the Coordination office in Ramallah.

Base:Nablus base
TEAM:No team management

RESPONSIBILITIES:

Under the supervision of the WB Field Coordinator, and the technical supervision of the Admin Coordinator, S/he:

A-Logistic:

Follow up logistics and procurement for the mission in the field office.
-Assist in organizing the different stages of procurement in the field office, including: RFQ, ordering, receiving, payments proceeding.
-Assist with maintenance of the procurement file with all supporting documents.
-Ensure the Office management follow-up.
-Assist the follow-up of the fleet management of the mission. 
-Ensures provision of reliable and secure driving services.
-Ensures availability of all the required documents/supplies including vehicle insurance, log book, first aid kit, security gear and necessary spare parts in the assigned vehicle.
-Ensure of vehicles utilization by preparing the movement plan of PU-AMI Staff in Nablus on weekly basis.

 
3-Asset and Stores management.
-Assist the fixed assets follow up, labeling, Status…etc.
-Inventory lists are kept timely and correctly maintained.
-Keep procured items such as supplies and stationeries safe and locked at any time.
-Distribute stationeries and supplies upon requests.

  Admin:-
-Assist in keeping track of PU-AMI staff timesheets on a monthly basis.
-Assist in preparing expatriates Per diems at the beginning of each month taking into consideration expenditures (fuel, mobile).
-Prepare the receipt vouchers related to suppliers, leasers, partners, beneficiaries, transfers, salary slips, advances, etc.
-Provide invoices, receipts and other finance relevant documents.
-Check Invoices (original, tax invoice, date, place, name of supplier, description of item(s), quantity, unit price, total price, discount, sign /stamp, translated to English and check  invoices exempted from VAT are well stamped).
- Manage the Petty cash tracker (cash-in & cash-out) from the Safe strictly according to the security rules, compatible with the logistics procedures.
-Communicate with the Admin/Finance Assistant in the Coordination Office to implement finance tasks.
-Answers telephone, directs calls to correct staff member or relay’s messages to staff as required.
-Composes routine correspondence and performs a variety of administrative functions which include but are not limited to: typing, word processing, drafting routine correspondence, and transcribing.
-Scan and send scanned copies to requesters.
-Files all documents/scanned copies as needed and keeps filing system maintained.
-Maintains record file of all faxes received.
-Transfer all documentation to the Coordination Office when relevant and upon request.
-Perform any other related tasks as relevant and requested by the supervisor.

-Qualifications and Experiences
-University degree in logistics, procurement, business administration or related fields.
-Minimum 1 year relevant experiences
-NGO experience and knowledge of donor requirements is an asset
-Desirable experience of government, UN or international organization logistics routines
-Desirable Knowledge about different emergency donor procurement procedures.

Skills & abilities
-Knowledge and experience of promoting gender equity, and an active commitment to promoting the interests of marginalized/vulnerable people in all aspects of PU-AMI’s work
-Proven interpersonal skills.
-Fluency in English. Excellent oral and written communication skills.
-Excellent computer skills especially in MS Word, Excel and Access.
-Ability to work under pressure, long work hours, and heavy workload.
-Ability to prioritize tasks and organize work.
-Proven ability to plan and manage owns time and others.
-Self-motivated, honest, highly responsible, and punctual.
-Ability to work both independently and as part of a team.
-Flexibility, adaptability, culturally sensitivity, sense of humor.
-Clean Driving license; ability to move round throughout all WB & Jerusalem.

PU-AMI provides a work environment that reflects the values of integrity, diversity and gender equality. Therefore, we strongly encourage applications from women and underrepresented cultural or social groups.
Application

If you believe you are the candidate we are looking for, please submit a cover letter and a detailed resume, 2 professional supervisory references (whom we may contact after a second interview) to

[email protected]

The email subject line should include the following: Log/Admin assistant. The closing date is: May 10th / 2015. Incomplete applications will not be considered only short listed candidates will be contacted.

جميع الحقوق محفوظة لموقع جوبس.