Operations Officer

 

The YWCA of Jerusalem is a Palestinian women organization that supports and aspires to create women leadership especially among young women and girls, to realize their full rights and capabilities and to promote and advance their full participation in the decision making process in all aspects of life.
The YWCA works under four thematic areas that include: Women’s Economic Development, Promoting Women’s Rights, Youth Leadership Training and Civic Engagement, and Children’s Education and Cognitive Learning.
The YWCA of Jerusalem is looking for a qualified candidate to fill the post of:

GENERAL DEFINITION
Under the guidance and supervision of the Executive Director, the Operations Officer is directly responsible for the daily administrative operations of the YWCA in Jerusalem office and plays an important role in communication and coordination of YWCA activities. The Operations Officer oversees all reception staff, storage staff, cleaners, maintenance, IT, gardener and other office assistants and volunteers, and ensures that the operations are smoothly running, and that the YWCA premises are well kept, fully functional, and well secured

The incumbent is responsible to support the organization to ensure that all administration programs and policies are effectively and professionally maintained; tasks are effectively allocated to all administration personnel under his/ her direct supervision, and provide administrative oversight for all services ensuring high quality, accuracy and consistency of work. He / She promotes a client-oriented approach, consistent with YWCA rules and regulations.

MAJOR DUTIES AND RESPONSIBILITIES:
1-Administrative and Program Related Tasks
-Plans and schedules service staff work assignments for employees under his/her direct supervision (like cleaners, receptionists, etc.).
-Supervises the hall usage and rental.
-Supervises the management and maintenance of all computers, office equipment, phones, and other office machines.
-Plans and oversees office layout/arrangement, and facilitates moving of furniture and equipment when/if required
-Coordinates for any purchasing orders of office furniture and equipments in coordination with the Finance officer and under the supervision of the Executive Director.
-Ensures that the IT system is effectively working and that appropriate softwares are installed for staff as needed.
-Oversees all stores and inventory of office supplies in an updated manner and upkeep of inventory lists.
-Responsible for requisition of office supplies for all departments: VTC , programs, administration in coordination with Finance department .
-Monitors insurance policies: general liability, auto, workman compensation and health insurance policies and ensure that these are updated and valid at all times, and coordinate for any financial matters in this regards with the finance officer.
-Ensures that the YWCA building is consistently clean, well kept, fully functional in terms of water, heating, electricity etc.
-Implements spot checks on the VTC cafeteria to ensure cleanliness, inventory controls, cash registration and customer satisfaction.
-Collects all information on activities from different departments and ensures that the master calendar for all YWCA Jerusalem activities is updated and maintained and communicated on timely basis for the website or media coordinator

2-Personnel Related Tasks
-Oversees the weekly/monthly schedules of receptionists, cleaners, maintenance, storekeepers, security, IT, gardening staff, as well as other administration support staff.
-Ensures that all staff fill in daily attendance sheets, as well as vacation, holidays and other leave requests, and solicit approvals from the direct supervisors and the Executive Director for all leave requests.
-Updates vacation and leave tracking sheets and submits quarterly to the Executive Director.
-Reviews and maintains all time sheets for all Jerusalem staff on monthly basis and advises Finance Officer if there are any deviations which affect monthly payments.
-Keeps and updates personnel files on all staff (except the VTC) in an updated and efficient manner, and ensure that employment and salary history, and other employee-related material, CV’s, certificates, leave requests, etc. are well kept in files and under lock.
-Assists the Finance Officer in handling employees benefit packages i.e. deductions, payments, interaction with representatives for medical, worker’s compensation, tax deferred plans, etc. through close collaboration with the Finance Officer.
-Participates in conducting an annual evaluation for supervised employees only (cleaners, reception, maintenance, IT, storage staff and administration support staff) as outlined in the personnel policies.

Required Qualifications, Experience and Skills
1-B.A degree in Business administration, Accounting, Management or any other related field.
2-At least 3 years experience in management and operations works.
3-Uses Information Technology effectively as a tool and resource.
4-Is motivated & demonstrates a capacity to pursue personal development.
5-Excellent knowledge of general office procedures.
6-Have excellent written and verbal communication skills in Arabic and English, and Hebrew helpful.
7-Must be organized, self-motivated, and willing to work with a minimum of supervision.

Those interested in this position and meet the above qualifications are cordially invited to send their CVs with a covering letter to:

-Applications must be sent before Thursday, 22 of December.
-Only short listed candidates will be called for interview.