OPT Admin Co Assistant

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

General Objective
Under the supervision of the admin/log coordinator the Admin Assistant is responsible for the good management and support for the base admin departments to achieve their duties. He /She should indirectly make the resources which are necessary for carrying out the programs available and actively participates in the mission’s safety management.
Base: Ramallah base

TEAM: No team management

Responsibilities and tasks

Human Resources

1-Staff contracts
Under the supervision of the admin/log coordinator the admin co assistant will do the following:
-To prepare and/or gather supporting documents related to each local staff contract PU-AMI card, ID and driving license copies, blood type justification, insurance card.
-To prepare local staff contracts (new recruitments, contract extensions or renewals) and ensure each staff is aware of contract terms and conditions.
2-Allowance and per diem payments

Under the supervision of the admin/log coordinator the admin co assistant will do the following:
-To assist in keeping track of days-off and other leaves taken by the local and expat staff.
-To assist to preparing expat per-diem pay sheets and cash at the beginning of each month.
-To assist in preparing local staff salary sheets and payment at the end of each month (including payment calculations)
-To assist in preparing daily workers payments sheets and payment.
 
Financial & Accounting follow up

1-Petty Cash management
Under the supervision of the admin/log coordinator the admin co assistant will do the following:
-To respect security rules in coordination with the Admin Coordinator.
-To systematically update the cashbooks related to Country base as well as the corresponding Excel spreadsheets.
-To make sure cash-in and cash-out operations are compliant with the procurement procedures defined by Logistic.

2-Invoice management
Under the supervision of the admin/log coordinator the admin co assistant will do the following:
-To ensure that bills provided by the staff are compliant with the Administration requirements (key invoice data and corresponding translation) and are given with a receipt of the payment.
-To prepare the bills before doing the data entry into the accounting software (filling-in of the key-data table, including accounting and budget allocation code)
-To sort and copy invoices before sending originals for month-end closing.

3-Accounting and month-end closing
Under the supervision of the admin/log coordinator the admin co assistant will do the following:
-To assist enter through-out the month all transactions (invoices, advances, staff payments, money transfers, money exchanges) in the accounting software (SAGA) with the correct allocation codes (accounting and budget).

4-VAT System
-To check that all bills exempted from VAT are well stamped.
-To register all the exempted bills and prepare the follow up file to be submitted to Ministry of Finance.
Contracts and documents management

Under the supervision of the admin/log coordinator the admin co assistant will do the following:
-To file and archive all staff-related documents for expatriate and local staff (copies of IDs/passports, PU cards, airplane tickets ...)
-To file and archive all existing contracts (staff, insurance, offices and flats rental, cars, telephones, suppliers) and related documents, in coordination with the Logistic.
-To file and archive all accounting-related documents (invoices advances ...).

Other administrative tasks.
-Answers telephone, directs calls to correct staff member or relay’s messages to staff as required.
-Prepare and follow up permit applications to Jerusalem & Gaza strip and vice versa with the Israelis authorities for local and expatriate staff.
-Translate documents, formal letters, MOUs and formal agreements from English to Arabic and vice versa.
-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, mainly scanned copies for the HOM, finance contracts and daily administration work.
-Files all documents/scanned copies as needed and keeps filing system maintained.
-Maintains record file of all faxes received.
-Perform any other related tasks when asked by your supervisor.

Requirements:
Qualifications and Experiences
-University degree in finance, accounting, human resources, business administration or related fields.
-Minimum 2 years relevant experiences.
-NGO experience and knowledge of donor requirements is an asset.
-Desirable Knowledge about different emergency donor financial 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 Arabic and English. Excellent oral and written communication skills.
-Excellent computer skills especially in MS Word, Excel and Access.
-Proven ability to plan and manage owns time and others.
-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.
Remuneration
PU-AMI is caring to offer a remuneration and benefits package commensurate to the Palestinian labor market. Salary: 4000 NIS.
Application
If you believe you are the candidate we are looking for, please submit a cover letter and a detailed resume including a salary history, 2 professional supervisory references (whom we may contact after a second interview) to [email protected] email subject line should include the following: Admin Co assistant. The closing date is: May 31 2013. Incomplete applications will not be considered only short listed candidates will be contacted.
 

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