Office Manager Job Description

The Dalia Association is recruiting for one full time Office Manager. We are seeking an energetic, creative, diligent, detail oriented addition to our team. Dalia is a Palestinian community foundation focused on strengthening community giving (community philanthropy) and promoting community controlled development using local resources. While Dalia is a small organization, we provide unique experiences for our staff as we strive to mobilize local resources for community controlled grant making and community controlled funds. In this way, we aim to shift away from politically tied aid that does not address the priorities of our community. If you share our values and commitment, and meet the qualifications of this job, apply by October 10, noon, by sending your CV and cover letter explaining why you want to serve at Dalia to info@dalia.ps. Please include ‘Office Manager’ in the subject of the email. We apologize that we are not able to contact applicants who do not meet the qualifications. Job description

Office Manager Job Description

Dalia Association was established in 2007 by members of the Palestinian community from the West Bank, including Jerusalem, Gaza Strip, inside the Green Line, and the Diaspora. We are diverse in terms of age, gender, religion and politics, yet we are united by our vision -- to realize our rights as Palestinians to control our resources and sustain our own development for generations to come. Our mission is to mobilize and properly utilize resources necessary to empower a vibrant, independent and accountable civil society.

Description of the position

The position will enable managing the admin support unit for Dalia Association in support of the programs, finance and management operations.  The position requires high coordination and support. Hence tasks and responsibilities will include Finance, admin, procurement, HR, and IT related.

Reporting to the Executive Director


Tasks and Responsibilities

  1. Accounting (Cash Custodian)

  • Provide assistance to the accountant in the payroll processes, and in the Association’s relationship with local banks

  • Custody of petty cash fund, and preparation of petty cash disbursements reports and replenishment requests.

  • Issuing Cheques, follow up on having them signed and approved by authorized signatories, and handling of payments

  • Prepare payments’ request for approval, and Follow-up on due receivables with different parties

  • Develop an asset management strategy to identify, track, and account for all organization assets, including physical assets.

  • Provide assistance to the accountant in relation to Fiscal Sponsorship transactions and related correspondence.

  1. Procurement

  • Oversee all processes for identifying appropriate goods and services to be purchased in order to support the organization’s needs, manage relationships with key vendors and landlords, and ensure all procurement activities are properly documented and all appropriate pre-approvals are obtained.

  1. Human Resources

  • Oversee administrative aspects of recruitment processes, contracting of personnel, and orientation of new staff; job descriptions,

  • Oversee attendance sheets, manages leave, and submit HR reports

  • Oversee any HR insurance arrangements for Dalia’s employees

  • Follow up and administration of employees’ capacity building activities.

  1. Administration/coordination

  • Ensure development and maintenance of annual organizational calendar.

  • Establish local workflows and approval processes for receptionist being supervised, ensure they understand their responsibilities and have the necessary capacity and training to perform and grow in their position.

  • Ensure efficient coordination of administrative staff in support of organizational programs

  • Serve as the Admin Acting Director in the absence of the Director and communicate with director for emergent matters

  • Support management in organize and documenting management related Dalia’s events and meetings (Board, GA, Dalia Team ..) and support staff in organizing Dalia’s workshops.

  • Gathering info and data for the annual reports, and drafting first report for management, following up with prints its final publication.

  • Follow up on general administration issues with the Executive Director, and follow up on coordination with external parties such as (ministries, governmental bodies, partner organizations and others).

  1. Information Technology

  • Managing Dalia official email, and ensure the relevant response to the emails from relevant staff, and keep records of which.

  • Liaise with contractors to ensure all appropriate IT equipment and infrastructure is in place, well-maintained, safeguarded, and properly functioning with minimal downtime, and that staff are properly trained on all IT-related systems, policies, and procedures

  • Liaise with contractors to ensure security of physical assets and information in line with organizational policies

  • Update programs or Liaise with contractors to ensure relevant development of IT systems and programs to support Dalia’s and staff efficient functioning and operation.

  1. General

  • Participate in relevant teams and committees set up by Dalia Association for the advancement of the work in this area.

  • Develop and update organizational policies per directions from ED

  • Maintain organizational files and legal registrations and GA/Board meeting minutes

  • Maintain community funds and pass through grants per directions from ED

  • Maintain volunteer and staff files

  • Any other tasks as directed by the Executive Director

Qualifications

  • Bachelor’s Degree in Business Management, Public Administration, Operations, office management, HR  or other relevant field is highly preferred

  • Minimum 2 yrs. relevant experience in a relevant position required;

  • Strong ability to compose letters in Arabic

  • Training or willingness to get training in the HR field required

  • Excellent written and oral communication skills, including ability to work well as a part of a highly diverse team;

  • Strong computer skills Excel, MS Word, Power Point, databases, internet and email applications

  • Ability to work with minimum supervision, under pressure, on time, with attention to detail

  • Strong commitment to integrity, professionalism in handling sensitive information

  • Excellent written and verbal communication skills in the English and Arabic languages.