Director, Administration Department

Job Category: Director

Line of Responsibility: Director General

Work Location: Ramallah, Palestine

Job Objective: Lead the support services to meet the Foundations’ objectives & its strategic directions by proposing solutions, developing long-term operational strategies, and overseeing the support and administrative operations (HR, IT, Facilities, procurement, Admin services).

Main Tasks & Responsibilities:

Leadership and Representation

1. As a member of the Senior Management Team, contributing to the strategic development, programme integration and representation of the Foundation, and to key decisions affecting the Foundation.
2. Support Directors in all matters related to operational functions.
3. Liaise with external parties (consultants, auditors, legal advisor, official departments…etc.) where necessary.

Facilities

1. Ensuring efficient management and optimal operations of the Foundation’s building facilities and systems and ensure compliance with its policies and guidelines.
2. Chair the Health & Safety committee and overseeing all relevant issues.
3. Ensure the Foundations properties are fully covered against all potential hazards (fire insurance, TPL…etc.)

Procurement

1. Supervise the foundations supply of products and services and all relevant contracting procedures and ensure compliance with its policies and the approved budget.

Information Technology

1. Ensure secure and effective running of IT systems at the Foundation and compliance with relevant policies and guidelines.
2. Ensure efficient technical support to the Foundation’s staff, events and activities (externally & internally)

Human Resources

1. Leading the Foundation’s human resources functions and ensure compliance with relevant policies and guidelines.
2. Review & approve payroll monthly preparation.
3. Oversee the dealing with grievances and workplace conflicts and implement disciplinary procedures as per the approved policy.

Managerial & Capacity building:

1. Ensure that the administration team provides the support needed for efficient implementation of the Foundation’s goals and objectives, in accordance with the approved policies and guidelines, and the desired quality level.
2. Supervise development and follow up implementation of the annual workplans for the administration functions.
3. Develop and oversee budgets of the operations functions.
4. Develop and improve the efficiency of operational policies and ensure compliance to them.
5. Regularly evaluate the efficiency of procedures according to organizational objectives, propose solutions and apply corrective actions & improvements.
6. Monitor the day-to-day running of business to ensure smooth progress.
7. Review financial information and adjust administration budgets to promote optimum efficiency.
8. Evaluate overall performance by gathering, analyzing, and interpreting data and metrics.
9. Line manage administration Unit Managers and other relevant Administration staff, providing induction, training, coaching and advice consistent with their capacity, roles and responsibilities
10. Develop & update the job descriptions for all the sub-ordinates.
11. Oversee the performance of staff within the administration team to ensure that they have the necessary knowledge and capacity relevant to their role.
12. Facilitate an environment of high performance within the administration team, rewarding success and allowing greater autonomy for high performers, whilst managing performance and providing greater levels of support for others
13. Ensure effective communication between the programmes/units and operations team.

Qualifications & Competencies:

• Master’s degree in business administration or another relevant field.
• Minimum 10 years of work experience in the support functions (HR, Facilities, procurement & IT).
• Solid experience of developing, managing & monitoring the day-to-day activities in the different functions.
• Experience in the use of technology and computer software/applications.
• Good analytical skills. Effective negotiator, with the ability to positively influence cross departmental and cross sector working.
• Excellent organizational and management skills
• Strategic Mindset
• Effective communication skills (Arabic & English)
• Directing others & building effective Teams
• Ambiguity Management