Administrative and Project Officer

Tracking Code: 218630-927

Job Location: Jerusalem, Palestinian Territories

Position Type: Full-Time/Regular

Job Description

PROGRAM/DEPARTMENT SUMMARY:

The Mercy Corps West Bank/Gaza (WB/G) program includes several programs and multiple donors. Among these programs, is the Palestinian Community Assistance Program (PCAP), a 3-year, $100 million multi-sector initiative that strives to support the recovery and ongoing development of Gazans and to alleviate difficulties of life resulting from the continuing siege. While humanitarian response is a significant activity, sustainable development interventions are also implemented through PCAP as the program evolves within the context on the ground. Mercy Corps implements programs and is cooperating with local and international NGOs, via a sub-grant mechanism, all working toward three core objectives including infrastructure rehabilitation, economic recovery and development, and social recovery and support. The program began on September 30, 2010. In April 2013, PCAP received approval to continue for a fourth year, which extends the program until September 30, 2014.

Mercy Corps WBG implements additional projects focusing on Conflict Mitigation, People with Disabilities and Education in the West Bank. Additional programs that will be implemented in Gaza and the West Bank are being developed.

GENERAL POSITION SUMMARY:

The Administrative and Project Officer will coordinate support to PCAP including tracking and following up on all correspondence, meetings and discussions with USAID and will schedule all meetings with USAID, track all key date requirements, and perform any other official liaison requirements. S/he will serve as the point of key document retention for PCAP and point of contact for USAID for the same.

Recognizing that the Jerusalem Office is a shared office and the success of all Mercy Corps activities in WB/G requires a smooth support structure, the role will provide administrative coordination to the overall WB/G Mission office in Jerusalem to include key items such as the Annual Plan, special requests from HQ, VIP visits, and proposal development. S/he will also provide additional support for staff and visitors’ travel, permits and visas, and human resource requirements to MC WB/Gaza.

In essence, this position serves as the Administrative Focal Point for MC in the West Bank and Jerusalem and requires coordination with MC Gaza office.

ESSENTIAL JOB FUNCTIONS:

PCAP 80%

• Keep records of the regularly scheduled meetings with USAID AOR and A/AOR and track and remind all of follow-up actions required.
• Arrange and maintain current all visas and other legal domicile registration, work permits, and other documentation for Mercy Corps expatriate employees and families.
• Act as liaison between Mercy Corps, NGOs and other entities. This may include representing Mercy Corps at certain meetings and/or forums. Keep written record of all such meetings as authorized by Chief of Party and Mission Director.
• Coordinate administration actions including editing and submitting reports, maintaining PCAP files, writing reports when required, and supporting program departments in any task requiring follow-up.
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.

Mission 20%

• Serve as the Mercy Corps Jerusalem office focal point for administration and logistics.
• Provide support to West Bank programs.
• Contribute to proposal development and subsequent startup.
• Maintain expat HR files in coordination with HQ.
• Track movement of staff, develop security procedures and policies when required, and act as Jerusalem liaison for GANSO.
• Maintain a calendar of key dates for all MC, USAID and local reports, audits, plans etc.
• Other duties as assigned.

SUPERVISORY RESPONSIBILITY: None

ACCOUNTABILITY: COP and Mission Director

REPORTS DIRECTLY TO: Chief of Party/Mission Director

WORKS DIRECTLY WITH:, Gaza Operations Director, RM Procurement & Logistics Manager, DCOP, Reporting Officer, PO at HQ, Finance Director, Compliance Director, Digital Economy Program Director

KNOWLEDGE AND EXPERIENCE:

• University degree in business administration or a relevant field is required.
• Experience serving as liaison with government, donors, other NGOs, international entities and local organizations.
• 1-2 years of experience with managing administrative tasks and program support in rapidly changing environments is required.
• Experience with and understanding of American and European donors. An understanding of the culture of USAID is required.
• Ability to multi-task and prioritize and adjust to changing priorities. 
• Ability to maintain confidentiality.
• Highly developed computer skills with strong familiarity of Microsoft Word and Excel.
• Excellent communication skills. English fluency is required.
• Ability to speak Arabic and Hebrew a plus.
• Knowledge of Palestinian context is required.

Accountability 

Mercy Corps team members are expected to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

Organizational Learning

As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve - we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

SUCCESS FACTORS:

The successful candidate will combine organizational skills and the ability to multi-task and prioritize. S/he will demonstrate patience and an outstanding ability to develop and maintain relationships with all stakeholders and managers and to see the “big picture.” The most successful Mercy Corps team members demonstrate a commitment to teamwork and accountability and thrive in evolving and changing situations.  The candidate must also possess an attention to detail, ability to follow procedures, meet deadlines, and work independently and cooperatively with team members.

LIVING CONDITIONS/ENVIRONMENTAL CONDITIONS:

The position is based in Jerusalem with frequent travel to Ramallah, Tel Aviv and occasional travel to Gaza.

Mercy Corps Team members represent the agency both during and outside of work hours when deployed in a field posting or on a visit/TDY to a field posting. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values at all times and in all in-country venues.

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