Receptionist/ Admin Assistant - PCRF " Ramallah "

Receptionist/ Admin Assistant - PCRF " Ramallah "

Introduction

The Palestine Children's Relief Fund is a nonprofit, nonpolitical, nonreligious humanitarian relief organization, established in 1992 to arrange medical care for sick and injured Palestinian children who could not be treated in their homeland. Since our founding, we have expanded and grown into one of the main relief organizations in the Middle East, helping thousands of children each year get the care and support they need to live better lives.

 

PCRF is currently looking to recruit a highly motivated professional to fill the following position:

 

Job Title: Receptionist- Admin Assistant

Program/ Unit: Management

Reporting Line: Procurement Manager

Location: Ramallah Office 

Position Type: Consultant- 6 months. 

Proposed Starting Date: Immediately  

Key Roles and Responsibilities

Under the full authority of the PCRF Ramallah Office, and under the direct supervision of the Procurement Department Manager, the individual consultant shall have the following Key Roles and Responsibilities:

1. Answer and direct phone calls.
2. Write and distribute emails, correspondence memos, letters, faxes, and forms
3. Order office supplies including stationery, kitchen needs, and cleaning supplies, and follow up on related delivery and payments process.
4. Follow up on all invoices related to office expenses including mail services, communication, etc 
5. Provide general support to PCRF visitors
6. Follow up and maintain registration documents related to selling and receiving closed offers for tenders and bids.
7. Follow up on all ongoing contracts, and track their deadlines.
8. Issue and follow up VAT exemption documents with MOH and with the procurement team.
9. Handling all the fixed assets-related tasks including the physical counting and updating of all related records.
10. Daily follow-up with suppliers to obtain price offers and follow up on delivery status.
11. Conducts market research to search for potential vendors when needed.
12. Maintain appropriate records (soft and hard copies) to ensure that the procurement process, decisions, and contractual agreements are accurately documented for accountability and audit purposes.
13. Scanning and printing all procurement documents for archiving purposes.
14. Update the vendor master lists and follow-up vendor evaluation records.
15. Gather invoices, tracking-related info, tax docs, and all supporting documents.
16. Support Ramallah procurement officers in all tasks related to procurement daily tasks.
17. Writing meeting minutes for the procurement department meetings when requested.
18.  Undertake such other duties as are commensurate with the grade of the post.
19. Work with other procurement team members and the Procurement Manager to perform all additional assigned duties as needed.

Minimum Skill Requirements 

1. At least 1 year of relevant admin work experience.
2. BA Degree in business administration or related business field from an accredited university. 
3. Knowledge of office management systems and procedures
4. Excellent computer skills: Word, Excel, and PowerPoint.
5. Ability to quickly learn and adapt to new systems.
6. The ability to work under pressure within teamwork arrangements.
7. Excellent time management skills and the ability to prioritize work
8. Conscientious- detailed oriented, accurate, and precise attention to detail.
9. Excellent written and verbal communication skills
10. Listens to others and accepts input from team members
11. Professional communication with co-workers, supervisors, vendors, donors, and directors
12. Hard-working- takes initiative.

How to Apply:

Interested candidates must submit a cover letter highlighting relevant work and a CV/Resume. The cover letters and CVs must be submitted to  :

hr@pcrf.net.

 The email subject line must include the title of the position. The closing date for applications is Dec 31st, 2022.