Administrative Officer

MdM is a medical humanitarian NGO. Since 1980, MdM has worked independently around the world to guarantee universal and sustainable access to healthcare.

In Palestine, the objectives of the programs are to limit the medical impact of the restrictions in accessing medical care on the Palestinian population, to improve mental health and psychosocial care and to bear witness to the violations of the right to health.

Position: Admin Officer

Number of vacancies: Two

Location: Gaza & Deir Balah Office 

MAIN OBJECTIVE:

The Admin Officer will ensure financial, effective HR and administrative support and will work in close coordination with program teams, logistics, and local implementing partners to support the smooth implementation of activities, is responsible for ensuring adherence to internal policies and procedures relevant to HR and financial processes in the MdM-F. 

SPECIFIC OBJECTIVES

1. Ensuring that all financial transactions are transparent, properly documented, and aligned with approved budgets.
2. Support in facilitating recruitment and placement processes, maintaining document and personnel files, and coordinating with all programs and departments on HR work, and ensuring appropriate personnel filing at the field offices with highest confidentiality.
3. Monitor financial transactions of local partners in Gaza to ensure compliance with the Partnership Funding Agreements

TASKS AND RESPONSIBILITIES

1. Finance Responsibility:

• Review and verify all invoices, payment requests, and partner reimbursements, ensuring accuracy, compliance with donor agreements, and adherence to MdM-F ’s financial policies and project budgets. This includes confirming that supporting documentation is complete and in line with the terms outlined in contracts and project agreements.
• Facilitate the timely processing of payments to suppliers, local partners, consultants, and staff, ensuring that financial obligations are met promptly to avoid delays in program implementation.
• Ensure all cash transactions are properly authorized and recorded.
• Work closely with program teams, procurement, and logistics to ensure smooth and coordinated payment processes
• Maintain comprehensive, well-organized, and accurate records of all financial transactions, ensuring proper documentation in accordance with MdM-F's internal financial controls and donor regulations.
• Assist by providing auditors with the requested documentation for both internal audits and external reporting, and all payments are traceable and transparent.
• Monitor payment cycles and pro-actively flag any discrepancies or delayed payments, ensuring issues are addressed swiftly to maintain operational flow.
• Responsible of the monthly accountancy transactions and update the system (Saga) through entering all invoice and transaction together with all needed codes
• Support Admin Manager with monthly budget vs. expenses reporting.

2- Human Resource Responsibility:

• Facilitate the recruitment processes and advice the hiring manager on each recruitment stage and prepare regular recruitment tracking reports.
• Preparing the documentation needed for employees such as Contract, service letters and others as well as other mandatory documents are signed and assist in preparation of separation / terminal
• Ensure proper orientation for all new staff; collaborate and coordinate with other departments to provide an engaging and welcoming orientation
• Compile and update employee records (hard and soft copies) and Preparing employee files and updating files with any document that is related to each employee.
• Provide support to program and operations staff in interpretation of HR policies and procedures and provide technical support on HR issues, as directed by supervisor.
• Supports admin manager in the objectives setting, end of probation period or annual performance reviews for staff, ensuring proper documentation of performance appraisals.
• Assist in updating organograms, maintaining contact lists.
• Assist in follow up staff attendance, annual leaves, sick leaves, holidays or any other duty hours/schedules for all employees.

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REQUIRED SKILLS AND COMPETENCES

Education:

• Mandatory: Bachelor’s degree in business administration or related field (Finance /HR).
• Desirable: Post graduate training courses or specialization in Finance or HR

Experience:

• Mandatory :

• Minimum 3 years of relevant work experience in finance & HR,
• Mandatory experience of at least two years working in an international NGO or humanitarian organization.

• Desirable
• Proven experience in field-based administrative operations, including cash management, payment processing, multi-donor budget and financial reporting.
• Experience working with partner 
• Knowledge of local labor laws

Languages:

• Mandatory: Good knowledge in writing and speaking of English.

Computer Skills:

• Mandatory: Excellent computer skills and working with MS Office Packages especially Word, Excel
• Desirable :
• Experience working with SAGA will be an asset
• Experience working with HRIS / ERP

Soft Skills:

• Highly adaptable and reactive in fast paced, fluid and pay attention to detail and cleanliness.
• Excellent interpersonal communication skills
• Teamwork and Cooperation 
• Ability to work effectively and collaborate with others.
• Ability to maintain confidentiality and foster trust and respect.
• Self-motivated, highly organized and detail oriented.
• Flexible, comfortable with deadlines and able to work well under pressure.
• Ability to perform multi-tasking.

Qualified applicants are invited to send their resume or CV and a one-page cover letter in English, by  e-mail to [email protected]

Please reference the job title as GZA/Admin Officer /May/2025 in the subject line of your e-mail.

Deadline for receiving the application is at 4:00 pm,Wednesday 14 of May 2025.

Please note that incomplete applications will not be considered.

Please note that MdM will contact only pre-selected candidates via email.

MdM is committed to promoting diversity and ensuring equal opportunities for all applicants.

We thank all candidates for their interest in a position with MdM.