Operation Support Assistant

Job Title: Operation Support Assistant

Location: Ramallah, Palestine 

Mission: Medical Aid for Palestinians (MAP) works for the health and dignity of Palestinians living under occupation and as refugees. MAP is the leading UK charity delivering health and medical care to those worst affected by conflict, occupation and displacement, in the occupied Palestinian territory and Lebanon. 

Job Purpose: Provide the support required to Administration, Finance and Procurement department. 

Hours: Full-time 

Reporting to:

oPt Senior Finance and Operations Manager

Responsible for: Provide the support to MAP operation department

 Key Internal relationships: Director of Programmes Gaza, Finance and Administration Manager in Gaza, Finance Officers and Procurement Officers in Gaza, WB Director, Logistics Officer/WB, Finance Manager/WB

Key External relationships: n/a 

Contract: 12 months fixed term contract

This job description does not form part of your contract of employment and can be amended from time to time as the needs of the organisation require. 

Duties and key responsibilities 

Finance Duties:

• Prepare Cheque or wire transfer requests based on fully approved documents
• Contact the suppliers to receive their Cheques and obtain receipts.
• Support the finance team in stamping the documents for MAP office and community projects according to MAP Procedures.
• File all cash and bank vouchers and maintain voucher filing system such that files are updated, completed, and safeguarded.
• Deliver wire transfer to the bank Or Cash advance Cheques.
• Support with financial reporting, especially donor finance reports. 

Procurement Duties:

• Support the procurement team in preparing the financial analysis by filling the price offers in the procurement template.  Also support with meeting minutes for technical analysis meetings.
• Communicate with relevant MAP team members to develop lists of needs along with necessary specifications.
• Communicate with relevant vendors for emergency price offers, request for bids, in accordance to MAP Procurement manual including procurement during emergencies.
• Coordinate with the vendors and MAP team to finalize POs and coordinate deliveries to specified locations.
• Ensure receipt of full documentation to reflect delivery and receipt of procured items.
• Manage the tracking and facilitation of delivery items, ensure proper receipt collection, and contribute to budget tracking efforts.
• Provide necessary documentation to finance team for payment in line with MAP’s policy and procedures.
• Maintain and update Gaza emergency procurement spreadsheet, as well as donor allocations.
• Archiving the procurement documents according to MAP system.
• Updating the vendor database as requested by procurement officers and logistic officer. Support with due diligence of the vendors.
• Scanning the documents in order to release payments.
• Support the procurement team in updating bank/cheques guarantees and save them.
• Regular communication and follow up with vendors to ensure timely delivery.

Administrative duties:

• Prepare correspondences as requested by the Gaza Director, WB director or Senior managers.
• Support in sending and receiving faxes and log it in.
• Support logistics team in receiving vendors in the office.

General Responsibilities

• Support the mission, ethos and values of MAP.
• Carry out other associated duties as may arise in line with the broad remit of the position.
• Support and promote diversity and equality of opportunity in the workplace.
• Work collaboratively with others in all aspects of our work.
• Maintain and improve competencies through continuous professional development.
• Abide by organisational policies, codes of conduct and practices.
• Treat with confidentiality any personal, private or sensitive information about individual organisations and or clients or staff and MAP data.

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