Log /Admin Assistant - PUI

الصفحة الرئيسية

Log /Admin Assistant - PUI



  • Job title: Log /Admin Assistant
  • Contract duration: 1 year, with possibilities of renewal
  • Location: Gaza Strip / Palestine
  • Starting Date: 01- May- 2023
Première Urgence Internationale (PUI) is a French non-governmental organization which works in occupied Palestinian Territory since 2002.

PUI is operating in the West Bank, including East Jerusalem, and in the Gaza Strip. The organization is working in different fields such as basic needs, shelter, food security and livelihoods and cultural heritage.

The Log /Admin Assistant will be assisting for the implementation of the Logistic / Administrative & HR procedures in Gaza Strip.  S/He will assist in carrying-out and following-up all Admin tasks related to Gaza Base. S/He will ensure that the required documentation is available to comply international standards and the national policies of PUI. S/He will ensure that the needs of the coordination office in Ramallah are well complied.

The Log /Admin Assistant will report to the Admin/ Finance Manager.

This is a full-time position from Sunday to Thursday.

Tasks and Responsibilities

Human Resources management

  • Assist in preparing, gathering and scanning supporting documents related to each local staff contract according to PUI HR checklist to maintain good filing system.
  • Assist in preparing local staff contracts, daily workers contract and Internships contracts (new recruitments, contract extensions or renewals) and ensure each staff is aware of contract terms and conditions.
  • To ensure the good knowledge and respect by all staff of HR procedures and rules.
  • To follow up the employment resignation and termination cases.
  • To keep track Gaza Base staff timesheets each month.
  • To prepare daily workers payments sheets and receipt vouchers
Logistics

  1. Support in the development and implementation of direct purchases.
  2. Support in the office needs follow up, and purchase office supplies.
  3. Update the supplier and price list of the procurements.
  4. Deliver and collect quotes, as and when requested by the Logistics Manager.
  5. Record progress of procurement in the procurement follow up database.
  6. Supports in the update of the contract follow up.
  7. Ensure proper hard copies archiving of all logistics documents.
  8. Assist in monitoring and follow up the fleet management.
  9. Assist the program teams in organizing program events and conferences.
  10. Assist on monthly logistics reports preparations.
  11. Perform other duties as assigned by Supervisor.
Administrative tasks

  1. Translate documents, formal letters, MOUs and formal agreements from English to Arabic and vice versa.
  2. 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.
  3. Scan and send scanned copies to requesters, mainly scanned copies for the coordination office, finance contracts and daily administration work.
  4. Files all documents/scanned copies as needed and keeps filing system maintained.
  5. Follow up the health insurance correspondences (reimbursements, additions, cancellation,,,etc.)
  6. Write checks, and hand it to suppliers/vendors, consultants, contractors in the office.
  7. Responsible for stamping the payments as Paid.
Local Partners Following up

  1. Coordinate with local partners’ finance department to receive/audit/verify all expenses on monthly basis, and complete the missing documents.
  2. Scan all the financial documents related to local partners.
  3. Ensure the local partners’ efficient financial and programmatic management of PUI funds.
  4. Conduct on-site visits to the local partners at least once per month.
  5. Provide capacity building support to local partners if needed
  6. Compile and maintain grantee cost-share reports and documentation in coordination with Admin/Finance Manager.
  7. Responsible for sub-grant documents include final agreements, modifications, all related attachments, important communications

REQUIREMENTS

  1. A bachelor’s degree in Accounting / Finance /administration or related fields.
  2. 3 years of INGO experience and knowledge of donor requirements is an asset.
  3. Desirable Knowledge about different emergency donor financial procedures.
  4. Good writing skills in English
  5. English mandatory: very good command in spoken and written English.
  6. Good knowledge of the MS office software - Including Word, Outlook, Excel.

Required Personal Characteristics

  • Communication skills
  • Diplomacy
  • Rigor
  • Ability to withstand pressure
  • Analytical skills
  • Capacity to delegate and to supervise the work of a team
  • Ability to work on own initiative and collaboratively as part of a diverse team and manage a varied workload
  • Proven management ability and inter-personal skills
  • Great sense of confidentiality
  • Ability to work in secluded and volatile contexts
  • Cultural sensitivity

How to Apply:

PUI 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, particularly people with disabilities and people from communities highly affected by occupation-related violence (including settler violence).

All PUI workers adhere to the values and principles outlined in the PUI Code of Conduct and policies, including the Protection from Exploitation and Abuse Policy and the Child Protection Policy.”

If you believe you are the candidate we are looking for, please fill in the form in the link below:


In addition, please submit a cover letter and a detailed resume before March 15, 2023,12:00 pm, by sending an e-mail to hr@premiere-urgence-pal.org. Please indicate the Position Title "Log/Admin Assistant " in the E-mail subject line.

Incomplete applications will not be considered. Only short-listed candidates will be contacted.

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