مطلوب Admin Officer للعمل فورا في عمان

MISSION
 Support the management of the Amman office by strengthening the internal operating system, improvingadministrative processes, and supporting the finance and compliance department in carrying out its functionsGEOGRAPHICAL AND SECTORIAL INTERVENTION SECTORJordan. Humanitarian/ Development/International Cooperation COORDINATION Supervised by the country coordinator and the finance officer. Coordination with all the development/humanitarian technical Coordinators in the field and technical team in HQ in Madrid. (Spain) 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.2.  Women´s economic empowerment.3.  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 Amman 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.-        Assist in processing payment requests and following up on invoices related to events and accommodations-        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-        Perform other clerical receptionist duties such as filing, photocopying and translating-        Ensuring files are up to date-        Ensure the update of administrative and finance filing and contact list.-        Update calendars and schedule meetings-        Keep updated records of office expenses and costsProject cycle management of Alianza por la Solidaridad interventions
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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 transfer certifications from Aps office and partners for reporting to donors or internal reporting.-        Compile expenditure documents from ApS office 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.-        Prepare the report back up documents for shipment to Spain according to the established model/list.-        Prepare and coordinate shipments.-        Receive and archive in ApS office the certified documents from the Spanish consulate-        Archive reports back up documents in ApS office according to the established model. Logistics -        Coordinating and arranging events, trips and workshops with ApS 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  Others
 
-        Perform other administrative duties as required by the direct supervisor and the Country Coordinator.-        Promote and maintain an organizational culture of teamwork, open and participative in the office of ApS and the Members

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