Want to work for a leading humanitarian organisation that provides tangible health and medical support to vulnerable populations?

MAP is looking for a robust and dedicated Logistics and Administration Assistant to provide support to MAP programme, staff and visitors in West Bank.

Duties and key responsibilities

Programme Support:

• Ensure the timely delivery of MAP’s security briefing to visitors, medical missions and MAP colleagues from UK office prior to their arrival into West Bank.
• Sorting flights, accommodation and transportation when and as needed, for MAP staff and delegations.
• Driving MAP staff and delegations to their meetings and their residency places as requested.
• Support programme staff in organizing medical missions and visitors field visits to ensure that the visits are facilitated and conducted safely.

Procurement:

• Support the Logistic and Aadmin Officer to review the purchase requests, specifications, and record in MAP database.Collect quotations and bids from the market for purchase requests as assigned by the direct line manager – as per MAP standards and formats.

•    Ensure that all MAP procurement is in accordance with MAP’s procurement procedures.

•    Interact with vendors when they receive the tender document and when they submit their bids.

• Interact with vendors during the collecting of quotations and ensure that vendors understand MAP’s forms/procedures.

• Ensure that the delivered items meet the required specification and criteria and update the procurement delivery tracking database in a timely manner. Support the logistics and administration officer in the procurement process, namely developing technical analyses and meeting minute documents.  As needed, monitor the delivery of procured items at partners’ or at MAP storages. Transport items and sign donation certificates.

Office Logistics and Admin Support

• Provision of logistic support for MAP’s trainings including organizing training room and equipment, stationary needs and refreshments as needed
• Ensure purchase and replenishment of office supplies, including kitchen, cleaning, and stationary.
• Ensure proper maintenance of office premises; may require coordination with building owners.
• Assist the finance staff in scanning, delivering documents to the bank and photocopying as needed
• Ensure that the MAP car is well maintained and supplied with fuel regularly.
• Assist the Logistic and Admin Officer in conducting the annual inventory asset count, and make sure to monitor the movement of the office assets.

Support the Logistic and Admin Officer in tracking the admin and office contracts in order to renew in timely manner.

Monitoring Activities:

• Carry out other monitoring duties as requested within the scope of this position.
• Support WB Director as needed with drafting letters and meeting minutes.
• Perform any other reasonable duties as deemed necessary by the direct line manager.

General Responsibilities

• Support the mission, ethos and values of MAP.
• Carry out other associated duties as may arise in line with the broad remit of the position.
• Support and promote diversity and equality of opportunity in the workplace.
• Work collaboratively with others in all aspects of our work.
• Represent and be an ambassador for MAP.

PERSON SPECIFICATION

Experience     

• Demonstrated experience of logistics, administrative and purchasing functions
• Experience in organizing travel logistics for medical missions
• Experience with NGOs, especially INGOs, in similar function is desirable

Skills and abilities

• Organized self-starter, able to work alone or as part of a team.
• Ability to work under pressure and under difficult circumstances and occasionally during the weekend
• Respect/follow the applied security guidelines and keep the confidentiality of assigned tasks

Knowledge    

• Very good communication skills in English and Arabic
• Very good IT skills including MS Office

Education/training   

• A university degree in business administration, management or other related field.

Personal attributes and other requirements          

• Tactful, polite and able to handle difficult situations and solve problems
• Valid driving license and excellent awareness of traffic and road safety laws. Familiar with different areas of West Bank
• Understand the work of MAP and commitment to our mission and services
• Ability to travel in West Bank

Candidates should download and complete the application form, and equal opportunities form and send it to hr@map-uk.org by midnight on Tuesday 31 August 2021.  Please write “Application – Logistics and Admin assistant WB” in the email subject line. Do not attach CVs or any other documents.  Only shortlisted applicants will be contacted.