Vacancy Notice

Working efficiently, effectively and in a spirit of partnership, we support people and societies in developing, transition and industrialized countries in shaping their own futures and improving living conditions. This is what the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) is all about. As a federally owned enterprise, we support the German Government in achieving its objectives in the field of international cooperation for sustainable development. We are also engaged in international education work around the globe.

In order to support the GIZ Country Office in Ramallah with its operations in Gaza GIZ Office (75% workload), as well as provide limited input to support the relevant administrative and financial operations of the Gaza Resilience Project (25% workload), we are looking to fill a full-time position of an

“Administrative and Finance Officer (Full-time), Gaza”

Tasks and Functions include but are not limited to:

Office coordination, office management and general coordination

• Ensure Gaza secretariat runs smoothly/ managing daily office operations
• File documents in reference files or in DMS in line with GIZ’s filing GIZ rules and regulations
• Smooth functioning of all financial administration (cash book, receipts preparation, registration, financial administration all in line with GIZ standard procedures)
• Meet all administrative and financial requirements of the office independently with minimum input and supervision
• Regularly draw up a list of forthcoming meetings and events
• Monitor the availability of supplies / inventory and performs procurement-related activities up to the specified guideline amount
• Prepare and organize all internal team meetings

Administration and knowledge management

• Ensure a good communication, effective coordination and flow of information within the Gaza Office and with work partners, other institutions and the GIZ Office Ramallah
• Responsible for administrative and logistic arrangements as an extended arm of the GIZ Office Ramallah
• Create an address file with important contact addresses and maintains it
• Responsible for the filing system management as per GIZ standard, treats information confidentially, specifically in the areas of personnel and finance
• Update the filing system daily with incoming and outgoing correspondence
• Ensure the working of program computer software and hardware
• Responsible for the filing system management as per GIZ standards and systems (DMS)
• Coordinate with the GIZ office Ramallah on the mode of service delivery
• Prepare visitor programmes, draws up travel schedules, organizes transport of visitors and makes hotel and ticket reservations
• Participate in internal and external (team) meetings and workshops and assists with documenting these, e.g. by writing minutes
• Photocopying and scans documents as needed
• Translate short texts, e.g. short letters, mails, invitations etc.

Finances and Accounting

• Responsible for Gaza office running cost (water, electricity, fuel, internet and telecommunication, detergents and Hygiene material, hospitality needs, stationeries, … etc.)
• Responsible for the cash payments in Gaza for the office including preparing, paying and inserting all invoices in cashbook software
• Keep GIZ Gaza office cash book, cash payments for other projects in Gaza which have no admins/cash box, in charge of cash withdrawals
• Prepare project vouchers according to GIZ rules and regulation  
• Responsible for monthly office bookings using Winpaccs
• Follow up on the recommendations of internal control reports (Checklist A and C) and the monthly error sheets produced by the GIZ Office
• Check the requests for funds before release
• Make sure of daily supervision of the logistics officer
• Maintain the inventory list of assets, maintain the office equipment and insures that all facilities are in good condition
• Welcome visitors/partners and lead them to the required project
• Manage weekly mail from Gaza office to the GIZ Offices in Ramallah
• Review the travel claims submitted by staff for the final approval by their superior
• Monitor and follow up on the car log books according to GIZ rules including monitoring and repayment of private use of project cars
• Handle the project cars insurance through GIZ headquarters insurance department and do annual reports on cars status in cooperation with GIZ Office Ramallah
• Review the classification of all vouchers/receipts and correct them if required according to the project Internal control reports and error sheets
• Maintain related C filing for financial section and keep the information confidential

Procurement of Goods and Services:

• Procurement of goods up to EUR 5.000 as per the GIZ rules and regulations
• Procurement of services including local Consultants contracts up to EUR 2.500 as per GIZ Rules and Regulations
• Represent the GIZ office through participating in tenders’ opening and evaluation sessions for goods, material and consultancy contracts for all programs in Gaza as per GIZ rules and regulations
• Support in the technical and financial evaluation reports and send the minutes with all received/evaluated tenders and the recommendation of awarding to issue the PO to GH via email and courier
• The Focal point person for dealing with Jawwal, PALTEL, health insurance co., Gaza office Landlord, and Maintenance co.
• Responsible for preparing and updating the office cooperation agreement for sharing among the active programs in Gaza office and update the German house accordingly
• Ensure the office’s generator functions properly (fuel purchase/supply, periodic maintenance, … etc.)
• Prepare the requests for quotations with technical specifications and special conditions related to procurement of needed office assets
• Ensure all supporting documents for procurement are complete and follow-up the payment