Local Administrator Assistant – Alianza por la Solidaridad (ApS)

Job
from Alianza Por La Solidaridad
Closing date: 20 Oct 2019

Local Administrator Assistant – Alianza por la Solidaridad (ApS)

Mission

Support the efficiency and transparency in the management cycle of interventions and ApS office, according to the regulations of the donors and ApS standards and tools

GEOGRAPHICAL AND SECTORIAL INTERVENTION SECTOR

Occupied Palestinian Territories.

BASE/location

Alianza por la Solidaridad office in East Jerusalem (Occupied Palestinian Territories)

ORGANIGRAM

Supervised by the Middle East Representative and the Administrator of the office

COORDINATION

Coordination with all the development/humanitarian technical Coordinators in the field and technical team in HQ.

BACKGROUND

Alianza por la Solidaridad (ApS) is a Spanish non-governmental organization established in Spain in 1986. ApS is a non confessional, progressive and independent INGO present in more than 20 countries in Latin America, Middle East and Africa supporting the most vulnerable people through the implementation of humanitarian and development projects, education for development, awareness and promotion and spreading of Fair Trade. In Jun 2018 ApS became member of the Action Aid federation.

Alianza has been present in the Middle East since 1993 and in oPt. Since 1998, Alianza has had a permanent office in Jerusalem. Since 2009 it has developed a process of sectorial and geographical targeting for its interventions, which meant the prioritization of women’s rights and gender equality in the Middle East, being the main lines of action:

1.Prevention and response for Gender Based Violence, individual and community approach.

  1. Women´s economic empowerment.

  2. Women´s participation and active citizenship.

ApS maintains stable local partners with whom it works in a sustained manner and deepening not only the relations and regular contacts through the office in the field, but a fluid communication and analysis of the changes caused by the humanitarian situation in Palestine. Alianza has extensive experience and expertise on women´s rights and there is a high degree of knowledge about the environment and relation with the population, civil society organizations, other humanitarian actors and local public entities.

Alianza por la Solidaridad needs to recruit a Local Administrator Assistant for its office in Jerusalem in order to contribute to the achievements of the interventions in the oPt.

MAIN TASKS

Finance / Administration

  • Support the accounting process of the office

  • Support the Annual Audits of the offices and projects

  • Responsibility of maintenance services of the internet connections, network, computers, and other IT equipment owned by ApS office.

  • Coordinating and facilitating the purchase process of goods and services needed.

  • Review payment vouchers and budget allocation for the respective payment to suppliers.

  • Conduct an inventory of physical assets and control them.

  • Support the preparation of financial information for the Annual Report in front of the national authorities

  • Translation of office documentation Arabic into English and viceversa

  • Ensuring HHRR files are up to date

  • Ensure the update of administrative and finance filing and contact list.

Project cycle management of Solidaridad International’s interventions

  • Prepare the documentation for financial justification of projects to each donor, on a quarterly basis in collaboration with partners, according to the rules of different donors:

  • Compile bank statements and transfers certifications from ApS office and partners for reporting to donors or internal reporting.

  • Compile expenditure documents from ApS office and partners for reporting to donors or internal reporting.

  • Review the documents and make sure they comply with different donor criteria for project financial reporting and make sure the documents match the report that the Project Coordinator has prepared and previously given to the Admin-Assistant.

  • Provide the partners and ApS Administrator with indications about possible deficiencies in the received documentation.

  • Prepare documents for legalization in the Spanish consulate.

  • Receive and archive in ApS office the certified documents from the Spanish consulate.

  • Prepare the report back up documents for shipment to Spain according to established model/list.

  • Prepare and coordinate shipments.

  • Archive reports back up documents in ApS office according to established model.

Logistics

  • Coordinating and arranging events, trips and workshops with SI and the partners

  • Issuing and renewing Visas for the staff and the partners

  • Follow up registration´s renewal and updates with the different governmental ministries

  • Control and follow up on the office vehicle´s maintenance

  • Acquisition of equipments and office stationery and supplies

  • Supervise the maintenance of office equipments

  • Collect from P.O. Box at Post Office post mail and proceed to pay utilities and suppliers according to the received invoices.

  • Keep track of annual fees of PO Box and pay them on behalf of the organization

Security

  • Implement and enforce safety standards and criteria for office

Others

  • Perform other Administrative duties as required by the direct supervisor and the Head of Mission.

  • Promote and maintain an organizational culture of teamwork, open and participative in the office of ApS and the Members

  • Driving license is an asset.

REQUESTED KNOWLEDGE AND EXPERIENCE

-Financial and administrative certified studies,

  • Skills of working on PC and using other related equipment, advanced use of Microsoft Excel.

  • Minimum 2 years experience preferable within an NGO

  • Knowledge of Accountancy Rules

  • Knowledge of Accountancy system is an asset

  • Fluency in English, Arabic and Hebrew.

  • Spanish language is an asset.

  • Time management, team building and stress management skills

  • Ability to work independently and in teams.

  • Confidentiality and discretion

WE OFFER

One year contract with great possibilities of extension

Monthly salary range between 5.000 and 6.500 NIS according to the candidate´s previous experience

How to apply:

Candidates should submit their updated CV and a motivation letter to bmunoz@aporsolidaridad.org and spalazuelos@aporsolidaridad.org with the subject: “Local Administrator Assistant application” before the 20th of October.

ApS will contact only those candidates pre-selected who meet the requirements for an interview.