Closing
date for submission: 7 September 2011

For
details of the job description please see below:

Administrative
and logistic tasks

As Local Administrator you will in principle be
responsible for all administrative and logistic activities of the Field Office
in coordination with the Country Director. These activities will involve among
others:

• Opening of the Field Office according to the schedule of office hours and making sure that there is a physical presence in the office during the agreed upon work hours.
• Answering telephone calls, relay messages and maintain a daily telephone log.
• Follow-up on e-mails received.
• Management of the mail, collect the mail from the post office, prepare outgoing mail as directed and maintain a mail log.
• Maintenance of the general filing system, keeping all files organized and updated.
• Update the contacts database of the office on a regular basis and provide the Country Director and Programme Officer with these updates.
• Assistance to the Country Director as requested with general office work including photocopying, faxing, typing and finding information.
• Management of supply of sundry, maintenance of equipment and computer system.
• Prepare ID cards for all staff, development workers and volunteers.
• Prepare all documentation for work visas were necessary.
• Maintenance of resource library and meeting facilities.
• Maintenance of the Development Worker files
• Make sure that all documents and formats have been provided or filled in by the Development Workers.
• Keeping the files organised and updated.
• Keep all contact data of the Development Workers updated and provide the Country Director with an updated version of the emergency and contact data.
• Keep record of visa periods, appointments, and all necessary DW relations with the Israeli authorities and alert the Country Director when necessary.

Financial accounting:

• Maintain record of all income and expenditures incurred by the Field Office and organise tender procedures and requests for authorisation.
• Record and file receipts.
• Process payments of bills as requested by the Country Director.
• Monitor the payment of the monthly living allowance payments as well as rent payments of the Development Workers and volunteers and prepare documents for payments.
• Monitor and pay eligible expenses of the Development Workers.
• Prepare the monthly reports for headquarters.

Furthermore,
as Local Administrator you will assist in the implementation of the following
tasks related to the arrival of new development workers or visitors:

• Organise (hotel) accommodation and transport from the point of arrival to the accommodation or to the office.
• Organise longer term accommodation for the Development Workers and respond to any of their needs arising regarding their settling in.
• Participate in the preparation of briefing materials and visit schedules/introduction programs.
• Assist in the organisation and participate in the briefings of the Development Workers or guests.
• Organise the logistics of guests.
• Prepare documents related to visa requests (signed by Country Director) and maintain an overview of the visa status of the Development Workers.
• As Local Administrator you are expected to keep yourself informed regarding the UNAIS partner organisations and the developments in the NGO sector in the Palestinian society.

As
Local Administrator you will support and assist the Country Director in the
implementation of the tasks concerning assessment of NGO partners, creation of
job descriptions and preparation of Development Worker profiles whenever
requested by the Country Director.

As
Local Administrator you may be requested to assist in the interpretation and
translation of Arabic and Hebrew to the English language.