Admin Assistant (Gaza)

***Due to the urgency to fill this role, applications will be reviewed on a rolling basis. Kindly note that the position will be filled before the vacancy announcement is closed; therefore, early applications are encouraged.***

***This role will be contingent upon securing available funds.***

The Opportunity – Admin Assistant

Post location: Gaza Field Office

Contract Duration and Level of Effort: 1 year with the possibility of extension based on availability of funding.

ROLE PURPOSE:

This position is responsible ensure the smoothness functional and support in administration in Gaza office also to ensure the compliance with Save the Children policies and procedures.

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

SCOPE OF ROLE:

Reports to: HR&Admin Manager

Staff directly reporting to this post: None

KEY AREAS OF ACCOUNTABILITY:

Provide office support services/Reception support

• Receive, direct and relay telephone messages and fax messages
• Direct the general public to the appropriate staff member
• Respond to public inquiries
• Arrange appointments for SCI visitors as required.
• Connect all long distance calls asked by the staff.
• Maintain an adequate inventory of office supplies.
• Assist in the planning and preparation of meetings.
• attend Regular staff meeting and generate minutes

Travel Management

• Facilitate travel of incoming international visitor including logistics arrangements (Hotel reservation, availability of the Guest House)
• Ensure the guest house is clean, well-organized, have the needed supplies, and utilities
• Facilitate getting the entry visa to Gaza for foreigners

Facility Services/Agreements:

• Ensure payment of utilities, phone and services charges of Gaza office.
• Keep updated record of all vendors and consultancies agreements for Gaza offices.
• In charge of office supplies, and stationary.

Administrative functions

• Perform Receptionist Functions as required
• Perform Clerical duties including Filing, Monitor the use of supplies.
• Responsible for the financial claim with local newspapers or websites on SCI recruitments, and calling for bids.
• Arrange the taxi requests for the staff and prepare the financial claim for the taxi service provider at the end of each month.
• Ensure we have valid admin FWAs and lease agreement and prepare for any extensions or launching new procurement processes
• Make sure that all monthly related payments are collected and submitted on timely manner through ProSave.
• Focal point for the office with the local lawyer in Gaza and admin issues.
• Make sure our offices have the needed office supplies and stationery.
• Office decoration to present the image of a 21st century children’s organization – posters, signs, etc.

Event management:

• Arrange meetings, seminars, workshops etc. in and inside the office as needed.

Petty Cash Management:

• In charge of the Petty Cash Account for Gaza Office
• Responsible for record keeping of all documents related to petty cash payments.
• Prepare and submit the monthly petty cash.

Other

• Other projects as defined by the HRAM.
• Be prepared to vary day to day activities and work pattern/hours in humanitarian response situations.
• Position holder may be required to outside of normal duties and working hours during emergency responses.

In order to be successful, you will bring/have:

EXPERIENCE AND SKILLS

Essential:

• Diploma / Bachelor’s degree in Business Administration or any other relevant degrees.
• Minimum 1-2 years of experience in Administrative roles.
• Strong understanding and experience of the Administrative needs and procedures.
• Strong communication (written and spoken), and interpersonal skills in English and Arabic, with experience in working with multicultural teamsacross diverse cultures and geographical distances.
• Demonstrated excellent skills in planning, coordination, and reporting skills, with the ability to organise a substantial workload comprised of complex, diverse tasks and responsibilities;
• Proven operational Admin experience of providing a generalist Admin service to staff and colleagues across a full range of Admin issues
• Excellent attention to detail and accuracy.
• Good Computer skills working with MS Office Packages especially Word, Excel and Powerpoint
• Strong interpersonal and communication skills.
• Ability to work with limited supervision and strong ability to take initiative.
• Good facilitation skills and ability to deliver induction briefing/training
• Able to work to tight deadlines and under pressure

Desirable:

• Admin related experience in emergency response and/or eexperience in working with INGOs will be an asset

We offer a competitive package in the context of the sector. This role is offered on the basis of national terms and conditions. Application will be reviewed and selected on a rolling basis.

Save the Children promotes a diverse and inclusive work environment, women and people with different abilities are strongly encouraged to apply.

The Organisation

Save the Children works in development and humanitarian contexts with children and partners to help families, communities, and governments identify and use innovations to ensure all children survive, learn and are protected.

We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realize the right of children and to ensure their voices are heard.

We are working towards three breakthroughs in how the world treats children by 2030:

• No child dies from preventable causes before their 5th birthday
• All children learn from a quality basic education and that,
• Violence against children is no longer tolerated

We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children. We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive environment where ambition, creativity, and integrity are highly valued.