Position:                              Operations Support Officer                   

Contract duration:             6 months - renewable based on fund

Location:                             Gaza city 

Starting Date                      ASAP

I-Background on ACTED

ACTED is an international NGO registered in France. ACTED’s vocation is to support vulnerable populations affected by wars, natural disasters and/or economic and social crises, and to accompany them in building a better future. ACTED started its activities in the occupied Palestinian territory (oPt) in May 2007. ACTED is currently implementing projects covering multiple humanitarian / development sectors, funded by of a variety of international donors, which aim at protecting vulnerable households and strengthening civil society actors across the oPt. ACTED oPt offers a dynamic, rigorous and knowledge-orientated working environment.

“ACTED has a zero-tolerance approach to sexual exploitation, abuse and harassment (SEAH) and ensures that only those who share and demonstrate our values are recruited. All candidates will be subject to satisfactory references and screening checks in line with legal requirements. Any candidate offered a job will sign ACTED’s Code of Conduct and related policies as part of their work contract. All staff are expected to abide by the standards of behaviour outlined in those documents.”

II-Country Profile

In the occupied Palestinian territory, ACTED is both committed to humanitarian assistance and long-term development. ACTED strives to strengthen the economic capacities of communities, consolidate civil society organisations, and provide emergency assistance to the most vulnerable, rural communities in the West Bank, East Jerusalem and Gaza. ACTED currently seeks a position of an Operations Support Officer for its  humanitarian operations in Gaza city.

III-Position Profile

Finance:

• In charge of the base’s Safe and petty cash and of all operations related to cash flows in North Gaza Area. Ensure daily, weekly and monthly cash counts and safety of Acted funds. Ensure best of use of cash considering scarcity of cash in the area, monitor cash balances.
• Prepare vouchers and process payments for all items and services which have been approved and should be paid at area level. Ensuring respect of Acted procedures and all necessary documents and signatures are collected and attached to the payment folders (supplier’s payments, staff benefits and other locally payable expenses).
• Maintain daily cash book of all expenses, including all necessary information as per Acted accounting procedures. Send monthly and weekly cash book to the Finance Officer for checking and importing SAGA accounting software.
• Proceed and close cash advances, if necessary, as duly approved and in accordance with Acted procedures.
• Ensure compliance of all Finance Transactions and procedures.
• Raise any concern regarding financial risk for Acted to the Coordination Finance Department.

 Logistics: 

• Prepare and Process procurements for North Gaza Area base in compliance with Acted policies and procedures: gathering quotations from local vendors, preparing documents and requesting necessary validations, forwarding to relevant focal points within Logistics Department for action or proceeding to purchase.
• Collaborate with Logistics Department to create a comprehensive supplier database for North Gaza Area suppliers.
• Perform a monthly inventory check of all equipment and assets, ensuring timely submission to the Coordination Logistics Department.
• Plan, coordinate, follow up the vehicles’ movements and ensure comprehensive tracking of car movements and fuel consumption in Gaza North Area in collaboration with the Sub-Area Coordinator

Admin - HR:

• Oversee the day-to-day operations of the North Gaza Area office and guesthouse, ensuring the timely submission and payment of all related bills, including utilities and maintenance.
• Support the management of HR-related matters in coordination with the Sub Area Coordinator and the HR Manager, ensuring the accurate tracking and documentation of leave forms, attendance records, and other essential HR documents.
• Report all relevant HR and grievance issues to the Country HR Manager promptly, ensuring timely updates and the accurate maintenance of records, while fostering transparent communication within the office.
• Assist in the management of ACTED’s premises in North Gaza Area in collaboration with the Sub-Area Coordinator
• Assist in the recruitment and onboarding process for the North Gaza Area office, ensuring compliance with all recruitment procedures and contributing to an efficient and effective hiring process.

Cross Departments duties:

• Ensure archiving as per Acted procedures of all Finance, Logistics and Admin-HR documents, both physical documents in the office and scanned documents on SharePoint & Archive 2.0 system (or other applicable filing system).
• Support Transparency and Compliance Department requests to gather documents on ad hoc basis (internal or donor spot-check/audit).