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Operations Officer West Bank, Palestine


BACKGROUND
The primary responsibility of the position will be to provide operations, procurement and logistical support to IYF’s activities in Palestine and the MENA region.  This position will work closely with and support program staff in operational support needs, specifically the Regional MENA Manager.  The position is based at IYF’s office in Ramallah and reports directly to the Finance and Administration Manager.     

JOB RESPONSIBILITIES/SPECIFIC DUTIES
Palestine Operations Support
  • Coordinate operational aspects of IYF Palestine office programs, liaising with finance and program teams in Palestine, as well as Baltimore staff, to facilitate delivery of overall program goals and activities.
  • Manage the office’s local procurement process, including bid preparation and solicitation, and contract preparation.  Issue amendments to Quotations and Proposals, as needed.  
  • Coordinate the preparation of the procurement documents, utilizing sound procurement practices, while adhering to IYF Procurement Policy and USAID regulations prior to issuing the purchase order/agreement to external party.
  • Conduct the internal legal review for the wining vendor or service provider, Contract or purchase order preparation.  Ensure compliance with IYF Vetting Policy.  
  • Prepare contract with vendor/suppliers/service providers and share it with Compliance Officer for reviewing and inclusion in the monthly USAID sub-award report.
  • Maintain organized files for procurement activities including paper and electronic files.
  • Maintain and update the master procurement tracker of all procurements.
  • Maintain contact databases and maintain preferred vendor list.
  • Assist in the annual physical inventory process, as required.
  • Prepare monthly VAT Reports and submit them to USAID by the 15th of the following month and prepare the Annual Foreign Taxes Reporting and submit to USAID by April 6th of the next year.
  • Prepare and follow up on receiving Zero VAT approvals from the Ministry of Finance for local office procurement.  
  • Other duties as assigned.
MENA Operations Support
  • Work closely with Regional MENA Manager to support all regional operations support needs, including procurements and communicate with contractors in various MENA countries to ensure that they follow all IYF required procedures.
  • Coordinate the preparation of contracts with regional vendors and follow up with them after contracts are signed.
  • Support the communication, coordination, and logistics with partners and contractors on meetings, workshops, and events in MENA countries. 
  • Make travel arrangements for operations in MENA countries.
  • Process travel expenses in coordination with finance team.
SUPERVISOR
This position will report directly to the Finance and Administration Manager based in Palestine.       

REQUIRED SKILLS & QUALIFICATIONS
  • Minimum of a bachelor’s degree, plus at least 3 years of relevant work experience in finance, administration or procurement role with international, non-profit organizations.
  • Experience working on a USAID-funded program in the West Bank or in the Middle East area.
  • Familiarity with applicable USAID Rules and Regulations, specifically procurement.
  • Demonstrated strong analytical abilities.  Accuracy and extreme attention to detail and thoroughness are critical.
  • Good time management, organizational, and multi-tasking skills. Ability to meet tight deadlines.  Flexibility to work effectively in periods of high pressure is required. 
  • Excellent computer skills using MS Office Suite, particularly Word and Excel.
  • Ability to make sound judgment, assume responsibility for follow through, and learn and work independently as well as in a collegial manner.
  • Ability to establish effective working relationships with employees and stakeholders.  Communication must be effective and courteous, requiring high integrity when dealing with restricted and/or highly confidential information.  Sensitivity to cross-cultural dynamics in the workplace.
  • Excellent oral and written English and Arabic fluency required.  Proficiency in other language a plus.
LOCATION: Ramallah, West Bank, Palestine

TO APPLY
Please submit the following documents via email to jobs@iyfnet.org  with "Operations Officer - Palestine" in the subject line:
  1. Completed IYF Field Office Application for Employment
  2. Cover Letter
  3. Resume