Job Description

Description

MAP's vision is a future in which all Palestinians can access an effective, sustainable and locally led system of healthcare and the full realisation of their rights to health and dignity.

To achieve this, we work in collaboration with Palestinian communities and trusted local partners, and coordinate with key stakeholders and relevant clusters, to answer a wide range of health and social needs, from providing vital medical aid in emergencies, to supporting the development of better health services for the long term. We also uplift the voices of Palestinians, and campaign for an end to the barriers to health and dignity that come from living through occupation, displacement, discrimination and conflict.



This is a newly created position to reflect both the growing P&C needs of the charity as the workforce expands, and the executive support required by the Hr Director and P&C Senior managers to ensure the efficient and effective running of P&C service. This is a key role which is instrumental in bringing the P&C administration and facility functions together at an operational level.

Reporting primarily to the P&C Director this role will provide provide executive support to HRD and comprehensive administrative and operational support across P&C and facilities. whilst building and nurturing relationships with key stakeholders throughout all levels of the organisation. This hybrid role is suited to someone who is highly organised, proactive, able to juggle multiple priorities in a fast paced environment , possess excellent communication skills and ensure HRD and HRBPs are well-supported. You will be the trusted point of contact and experienced in ensuring smooth diary management, accurate filing and record-keeping, and responsive in coordination and delivery of all P&C and facility activities.

Key Responsibilities

Executive Support

Provide proactive and responsive administrative support at an executive level to the P&C Director, including diary management , email inbox and ad hoc administration tasks. Planning of and maintaining the P& C calendars and scheduling meetings and events in a co-ordinated and manageable way. Provide executive support including for meetings, assisting with drafting and formatting HR communications, presentations, minute taking and follow up on actions from meetings in an efficient way Act as a point of contact for senior leaders and managers across regions and communicate professionally building trusting relationships with internal and external stakeholders. Responsible for coordinating travel arrangements, accommodation, and itineraries for P&C Director and P&C BPs when required. Support any coordination of HR projects, events, and cross-regional initiatives ensuring smooth delivery as a team agent

P&C administration & Information Management

Provide proactive and responsive administrative support including maintaining accurate filing systems for contracts, employee records, policies, and HR documentation in line with GDPR as required to support P&C team Support the preparation of audit materials and compliance reports Track and manage key HR deadlines, submissions, and follow-ups on employee life cycle activities Prepare and collate audit-ready HR documentation and compliance reports supporting P&CBPs Assist with employee relations documentation and minute-taking for formal meetings, any other suitable P&C duties required by Senior managers Additional adhoc duties

Travel and Insurance support

Manage day to day administration so MAP staff and volunteers travelling internationally are added to and covered by existing insurance policies. Monitor MAP staff and volunteer international travel bookings. Add traveller details to MAP's pre-existing insurance policies for the duration of their travel. Enable smooth functioning of MAP travel booking process and platform. Regularly update MAP's travel platform with up-to-date staff lists. Remove staff from MAP's travel platform at the end of their employment. Manage day to day administration so that invoices related to MAP international travel are paid according to trips undertaken as above. Support MAP staff and volunteers to pay invoices for MAP international travel. Adhere to MAP Procurement and Finance policies and contract payment terms.
Manage day-to-day administration of MAP insurance related to staff and volunteers.

Reporting to P&C Director to be available in central london office twice in a week - Monday and Tuesday

Key internal relationships: Risk & Compliance, Safety & Security, Procurement, and Program

Skills, Knowledge and Expertise

Experience

Proven experience supporting senior leader, HR administration and operational support within a fast-paced environment ideally within a INGO setting Good experience in managing diary, inbox , documentation and information management Experienced in facilities co-ordination in managing supplies, meeting rooms, and contractor liaison is desirable Proven experience in adapting to new systems and build relationships across complex matrix organisation Proven experience in undertaking P&C administration and information management sensitively

Skills

Ability to organise, prioritise competing demands and meet deadlines with attention to detail Confident communicator with strong interpersonal skills, fluent in English Strong understanding of HR processes, compliance, and record-keeping Discretion and professionalism when handling sensitive information Team-oriented with a proactive and flexible approach

About Medical Aid for Palestinians

Medical Aid for Palestinians (MAP) works in partnership with Palestinian communities to uphold their rights to health and dignity. We do this by developing effective, sustainable and locally-led healthcare services, providing medical aid during emergencies, and campaigning to break down the barriers to Palestinian health and healthcare today and for the future.



MAP has a zero tolerance policy with regard to Sexual Exploitation and Abuse by MAP's personnel against the people they serve. Protection from Sexual Exploitation and Abuse (PSEA) is the responsibility of everyone, and all selected candidates will be required to comply with MAP's PSEA Policy at all times. Selected candidates will therefore undergo rigorous reference and background checks against their past behaviour related to sexual exploitation and abuse, and may be required to provide additional information further on in the selection process.