occupied Palestinian territory: ADMINISTRATION COORDINATOR M/F

Organization: Secours Islamique France
Country: occupied Palestinian territory
Closing date: 30 Nov 2017

Secours Islamique France (SIF) was created in 1991, and has developed international programs in order to alleviate the suffering of the most vulnerable populations in France and around the world. SIF acts wherever humanitarian and social needs require mobilization of emergency relief and implementation of development programs. SIF strictly follows the humanitarian principles of neutrality, independence, and impartiality while implementing programs. SIF respects cultural diversity and provides humanitarian assistance to all people in need, regardless of origin, political or religious affiliation, gender or belief.

SIF is working in Gaza Strip since 2008, following the military operation “cast lead” in Gaza Strip.

In 2010, SIF has also opened an office in Ramallah and obtained its registration with the Palestinian Authority. SIF has conducted several emergency and rehabilitation programs, both in the Gaza Strip and West Bank.

SIF is currently implementing humanitarian project in Food Security, WASH, Shelter and Child Protection projects as well as “seasonal projects” in the Gaza Strip. Complementarily with its humanitarian intervention, SIF is developing an advocacy strategy in the OPT.

Based in Gaza City, the Administration Coordinator is an expert in administrative and/or financial and/or human resources management and will be in charge of a management team, on various bases.

He/she is:

Part of the Coordination Team (Senior Management Team)
Defining and implementing specific administrative, financial and human resources SIF’s rules and procedures in the mission
Responsible of the laws, national regulations and contractual obligations respect;
Coordinating, planning et guaranteeing the follow-up of activities linked to the Administration, Finance and Human Resources
Contributing to the elaboration of the mission’s operational strategy

Operational Strategy& Coordination

To contribute to the elaboration of the mission’s operational strategy
To be part of the Coordination Team (SMT)
To participate in the analysis and proposal of solutions for all decisions impacting the mission in general

Accountability Management

To ensure the accounting, non-accounting and expatriates data entry in the accounting software
To supervise the invoices control as well as the storing, according to the SIF procedures
To control and validate the monthly accountancy package and send it to the HQ

Cash Flow

To define and update the conservation and cash flow procedures (Cash Management) in accordance with the local context, to propose alternatives in case of context evolution, to authorize and organize transfers of funds on the bases
To validate the banking establishment choice
To validate the payment modalities of recurrent contracts and ensure of their payment at a date
To authorize the payment of mission’s expenditures according to the SIF procedures

Budgetary and Financial Management

To prepare the mission’s annual budget and its analytical reallocation.
To edit, check and communicate the monthly budgetary follow-up (projection included) to the Coordination Team and to the base admin/coordinators
To edit, check and communicate the budgetary follow-up according to the SIF procedures.
To identify financial risks (exchange rate evolution, inflation…), to sensitize the coordinators to the risks on their domain which have a financial impact, to alert the Head of Mission and the HQ, to bring support for the risk control.

HR Management

To collect payroll variable components (time, advances…) on the base, transmit all the necessary data to the payroll department in the capital and be sure the payroll will be received.
To supervise the staff recruitment according to the mission procedures.
To participate in the elaboration of the national training plan and supervise its implementation.
To organize activities for strengthen relations with the representatives (meetings, elections…)
To supervise the recruitment of the administrative staff members
To manage the administrative teams

Representation (under HoM request)

To represent SIF as part of the activities to operational partners and to local or regional authorities (ex: registration as employer, social security, immigration, etc.)
To attend conferences, coordination meetings, clusters and donors meetings

Reporting

To elaborate monthly administration, financial and HR reports for the Head of Mission
To elaborate the Admin, HR and Financial part of the donors reports according to the deadline requested

The task list is neither exhaustive nor restrictive and it is evolving.

Profile

Minimum 5 years of previous experience in humanitarian work, including previous experiences as Deputy Country Director, or Administration Coordinator with INGOs in similar context.
Substantial experience of strategic thinking, including identifying, analyzing, problem solving and responding to opportunities and challenges and the ability to translate these into practical plans of action.
Extensive experience of securing substantial external funding. Evidence of understanding the challenges of donor and contract management and the implications for program management.
Extensive knowledge and experience of project planning and budget holding; proposal and report writing.
Knowledge and understanding of project management tools (Logical Framework analysis, project cycle management, objectives and indicators etc.)
Strong leadership skills and a supportive management style (experience managing national and expatriate staff)
Strong communication skills, with excellent written and spoken English (and desirably French and/or Arabic)
Ability to understand the cultural and political environment and to work well with partners including local authorities.
Experience of working within an insecure environment with responsibility for security planning, monitoring and management
Confident and proficient in the use of MS Office, especially Word and Excel.
An understanding of and commitment to SIF’s mission and values

Desirable