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Office Assistant

11485-08N01014
Jerusalem
21-Sep-18
  1. Administrative Assistance

  • Post office, pick up and deliver and distribution of mail once/ once a week as needed

  • Perform other logistical tasks, office errands, purchases as required by Admin department.

  • Provide support for visa applications, embassies, permits and official government offices when needed and available

  • Process incoming telephone calls and incoming/outgoing correspondence (faxes, mail, and courier packages)

  • Greet and attend to visitors whilst they await appointments

  • Arrange and register all incoming and outgoing mail, and mail circulation within the office

  • Prepare ,process and deliver of all internal mail between NO and Zonal’s once a week

  • Update the phone extension lists quarterly

  • Set up, organize and maintain office files, archives in general and that per project/division files are accurate and updated regularly

  • Contact vendors and suppliers to hand over their ready cheques and handle receipts to finance department as required

  • Follow up on conference room reservations

  • Ensure the availability of stationery and kitchen supplies in each floor’s cabinet. (Preparing purchase requisition as needed).

  • Stocking inventory for both kitchen supplies and stationery on a monthly basis with full documentation and monthly inventory reports.

Provide support for the planned events at the National Office when needed

  1. Vehicles and reporting

  • Ensure that all WV Jerusalem vehicles are well maintained, identify and report mechanical problems and follow up with the garage on any repairs needed and according to organizational policy.

  • Vehicle weekly check including cleanliness (twice a month), functionality and security. Provide monthly report on vehicle security check up.

  • Fill out the mileage tracking sheet, once a month.

  • Keep updated and accurate records of vehicles, including a detailed maintenance/repair log Ensure vehicle log books and fuel are filled out correctly and “vehicle usage spreadsheets” prepared monthly

  1. Transportation

  • Provide staff with transport service in the discharge of his/her official duties and when available.

  • Ensures and oversees the vehicles reservation and pooling of vehicles among colleagues, departments

Requirements

Education

  • Combination of formal schooling/diploma , prior experience or on the job training

Knowledge & Skills

  • Good knowledge of English. Knowledge of Hebrew language preferred

  • Good Communication skills

  • Discretion and positive team spirit

  • Valid driving license

  • Position is based in Jerusalem based on part time basis (55%) for one year

Experience

One year relevant experience

Work Environment

40% office work – 60% field

CORE CAPABILITIES:

Required

Preferred

Achieving quality results and service

x

Practicing accountability and integrity

x

Communicating information effectively

x

Thinking clearly, deeply and broadly

x

Understanding the Humanitarian industry

x

Understanding WV’s mission & operations

x

Practicing continuous innovation & creativity

x

Demonstrating Christ-Centered life and work

x

Learning for growth and development

Maintaining work/life balance

x

Building collaborative relationships

x

Practicing gender & cultural diversity

x

Influencing individuals & groups

x