Administrative Manager

Background

UCI is the largest publicly listed social impact investment company in Palestine. Our flagship project, TABO, focuses on expanding property rights in the West Bank by creating new title deed one dunum parcels of land made available to Palestinians worldwide at affordable prices. By creating title deeds and registering Palestinian land, we are directly helping Palestinians protect their land from illegal Israeli settlement expansion. Since its launch in 2011, TABO has revolutionized the real-estate market in the West Bank enabling roughly 500 Palestinian families to own 700 parcels of land. TABO has helped protect over one million square meters of Palestinian land.

The Administration manager reports directly to Chief Operations Officer (COO), and shall lead the UCI administrative department and plan the most efficient administrative procedures. They will directly manage the admin team and work in collaboration with the larger UCI team. Externally, the administrative manager will work with all relevant stakeholders, partners, consultants, suppliers, contractors, as designated by the COO.

Duties and Responsibilities

Strategy and planning

• Develop, review, and improve administrative and human resource systems, policies, and procedures and devise ways to streamline processes.
• Work closely with the COO to execute the company’s human resource and talent strategy particularly as it relates to current and future talent needs, recruiting, retention, and succession planning.
• Assist the COO in the process of preparing annual plans, budgets and performance indicators, and lead those for their own department. 

Administration:

• Conduct annual and ad-hoc inventory of assets.
• Coordinate car use and ensure car logs are completed and compared with the GPS system.
• Ensure efficient functionality, updates and enhancements on the admin & HR automated systems.
• Prepare admin & HR internal and external communications & documents in English and Arabic.
• Prepare, review, update and supervise admin & HR contracts with external service providers. 
• Supervise all legal processing relating to the department’s scope. 
• Oversee special projects and track progress towards set goals.
• Work inter-departmentally to set budgets, monitor spending, and process payroll and other expenses.
• Manage employment, internship, and consultancy processes and prepare agreements.
• Ensure that all equipment is working and properly maintained.
• Line manages the admin team and supervise the day-to-day operations.
• Manage external party service contracts within department scope and ensure proper quality control.
• Manage the preparation of contract agreements and MOUs.

Procurement:

• Prepare, develop and implement annual procurement plans.
• Monitor inventory of office supplies and ensure that office is equipped with necessary stationary, supplies and equipment in a timely manner. 
• Purchase of products and services at optimal point between quality and cost.
• Manage suppliers and maintain their data, comparisons and evaluation on record.
• Process procurement requests and prepare purchase and supply orders.

Human Resource

• Supervise preparation and update of job descriptions, job ads, job offers, and contracts.
• Supervise HR routine tasks (e.g. staff attendance, absences and leaves, monthly payroll … etc.)
• Coordinate employment procedures, and manage recruitment and on-boarding process for new hires.
• Providing the necessary data to the finance team for payroll requirements
• Assist with the performance management and review processes.
• Provides support and guidance to HR generalists, management, and other staff when complex, specialized, and sensitive questions and issues arise.
• Follow-up of working hours, breaks and vacations, reviewing and checking monthly attendance and timesheets and submit to the COO.
• Manage employees’ health insurance.

Money management:

• Prepare the monthly payment requests and supporting documents for processing at the finance department.
• Prepare annual financial budgets, necessary to cover office expenses and other operational costs.
• Consult with department managers to make sure budget proposals are met.
• Create financial worksheets that outline expected costs for supplies, contracts and equipment for each department.

Hygiene, safety and security:

• Ensures a safe, secure, and well-maintained facility that meets environmental, health, and security standards.
• Manages the maintenance and repair of machinery, equipment, and electrical and mechanical systems.
• Establish and manage monitoring systems to keep high standard in cleaning, hygiene, safety and security.
• Ensures a safe, secure, and well-maintained facility that meets environmental, health, and security standards.
• Manages the maintenance and repair of machinery, equipment, and facilities with external parties.

Event management

• Plan, schedule, and organize office events, including meetings, conferences, interviews, orientations, and training sessions.
• Organize corporate events including Board of Directors and General Assembly meetings.

Reporting and data:

• Collect, organize, and store files of own department as per the UCI electronic filing guidelines.
• Prepare periodic or special reports, upon request, as commissioned by the line manager.

Perform any other tasks as commissioned by line manager.

Requirements

• University degree, preferably in business administration.
• Proven experience as administration manager for 5 years, or at least 8 years in a demanding non-manager administrative role.
• Thorough knowledge of contracts administration, cost planning / budgeting.
• In-depth understanding of office management procedures and departmental and legal policies.
• Familiarity with financial and facilities management principles.
• Proficient in MS Office and administrative automated systems.
• Excellent organizational and multitasking abilities.
• Excellent organizational skills, with an ability to prioritize and delegate. 
• Excellent leadership and team working skills.
• Analytical mind and problem-solving skills, critical thinking.
• Strong interpersonal, and verbal and written communication skills.
• Excellent time management skills including of multiple projects and competing deadlines.
• Excellent interpersonal, negotiation, and conflict resolution skills.
• Ability to act with integrity, professionalism, and confidentiality.
• Thorough knowledge of employment-related laws and regulations.
• In-depth understanding of office management procedures and departmental and legal policies
• Familiarity with financial and facilities management principles

How to apply

Interested and qualified candidates should submit a curriculum vita of 3 pages maximum together with a cover letter explaining, in 300 words maximum, why you would make a great candidate for this position. To apply please complete our online application by 01 January 2022.

How we will evaluate your application

• Only qualified candidates who meet the job and application requirements will be contacted.
• A skills assessment will be conducted for qualified applicants.
• An in-person interview will be scheduled with top candidates

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