Administration Assistant / Part Time Job

Job Announcement – Administration Assistant

Ramallah Governorate Only

MECI – The Middle East Children Institute – Palestine based in Deir Ghassaneh / Beni Zaid Area / Ramallah is looking for an Administration Assistant/ Part Time Job ( 3 days a week or 5 days a week from 08h30 to 13h00

Reports to (Hierarchical) : Program Director

Reports to (Functional) : Program Director

Job Family : HR, Finance, Administration

Main Purpose: Execute administrative tasks ( Finance, Logistic and Administration ) and do follow up of project accountancy, according to administration indications and MECI procedures, in order to ensure legal compliance and keep a strict control over monetary resources and expenditures..

Accountabilities

• Execute administrative and legal related tasks, under supervision of the Program Director, checking payroll calculations and updating personal files in order to ensure accuracy, compliance and on time payments.

• Implement cash management procedures in order to ensure the highest control and security, and ensure cash availability for daily needs of the program.

• Launch any recruitment and Prepare employment contracts in conformity with legal requirements including specific amendments when necessary in order to ensure local labour law and fiscal law compliance.

• Enter data into the HR database and personal files and keep them up-to-date in order to facilitate HR processes management.

• In collaboration with MECI audit , update Tax office employee files in order to meet legal requirements and duties.

• Draw up monthly pay slips for all staff, editing and updating the necessary data, in order to ensure the punctuality and accuracy of staff payroll.

• Draw up the final pay slip and employment certificate at the end of a contract in order to meet legal requirements while defending MECI ’s interests.

• Follow up all expiring rental contract dates and inform the Program Director in order to leave enough time to arrange a renewal or look for some other alternative.

• Assist the Program Director in the provision of monthly treasury and forecast in order to ensure the coverage of daily needs, advances on salaries, payroll, fixed , unfixed payments ..etc.

• Tracking consumption of supplies, fuel, lubricants, used in different facilities (office, cars, etc.).

• Preparing plans for the purchase of equipment, services, and supplies while Following and enforcing MECI’s procurement policies and procedures as well as Reviewing, comparing, analyzing, and approving products and services to be purchased.

• Managing inventories and maintaining accurate purchase and pricing records as a base for any future procurement.

• Maintaining and updating supplier information such as qualifications, delivery times, product ranges, etc.

• Maintaining good supplier relations and negotiating contracts while researching and evaluating prospective suppliers.

• Preparing budgets, cost analyses, and reports for all procurement operations.

• Process the payment to suppliers and keep strict on all documentation involved, informing the Program Director of any sort of disparity anticipated.

• Carry out all accounting tasks and activities in order to ensure strict control of all expenditures and the reliability of statements and documentation.

• Make all administrative information available to MECI’s staff (posting, meetings, official communications ..etc.)

• Classify and prepare all accounting pieces as requested by MECI’s audit..

• File the accounting documents and enter the accounting pieces in the accounting sheets ( later in accounting system software) , with the support from the Program Director and/or MECI’s audit..

• Support the Program Director in translating documents into local language or vise versa and assist Program Director in meetings upon request.

• Supports the preparation of letters to local authorities

• Be flexible to perform other tasks than those mentioned in this job description, upon request from Program Director, as long as it does not go beyond the requirements for the position. He/she will also have to demonstrate a great deal of flexibility if asked to temporarily change his/her job location and/or his/her working hours.

Requirements:

Education Desirable finance, business or administration related diploma.

Experience Essential previous working experience of at least two years in relevant jobs.

Desirable Experience in other NGOs working in the country..

Languages English language is essential

Knowledge Essential computer literacy (word, excel, internet)

MECI is a civil society association and initiative that brings together individuals committed to the assistance of other human beings in crisis. Each individual working with MECI does it out of conviction and is ready to uphold the values and principles of MECI .

Hope through Education

The Middle East Children’s Institute (MECI) www.mecinstitute.org is a local non-profit International NGO addressing the educational, psychosocial, health and basic humanitarian needs of children and women in war-torn and impoverished areas in the Middle East.

With 15 years track record, MECI operates today in Palestine . MECI’s comprehensive child-cantered community development model is facilitating transformational change in rural communities through programs in education, women’s empowerment, and economic development.

Location: Ramallah & neighboring villages, West Bank

Women Association Building / Deir Ghassaneh / Beni Zaid Area / Ramallah

https://maps.google.com/maps?q=32.0464553%2C35.0994404&z=17&hl=en