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Head of Administrative Support Department
Job Vacancy at Caritas Jerusalem: Head of Administrative Support Department
Contract Period: 12 months with the possibility of extension based on performance and funding
Duty Station: Caritas Jerusalem Headquarters’ Offices – Jerusalem
Status: Full-time
Reports to: Secretary General
Deadline for Applications: 16 July 2025
Caritas Jerusalem (CJ) is a humanitarian and development organization that represents the socio-pastoral services of the Catholic Church in the Holy Land. It was founded in 1967 in the aftermath of the Six-Day War. Caritas Jerusalem is a member of Caritas Internationals, a confederation of 162 Caritas organizations operating in more than 200 countries.
Caritas Jerusalem is committed to ensuring that all individuals — team members, community members, program participants, and others—are treated with the utmost respect and dignity. This commitment aligns with the core principles outlined in the Caritas Internationalis Management Standards (CIMS). In accordance with these standards, Caritas Jerusalem enforces a zero-tolerance policy regarding child abuse, sexual exploitation, abuse, or harassment by or of its team members. To foster a safe and inclusive work environment, all team members are expected to conduct themselves professionally, respect local laws and customs, and consistently adhere to the Caritas Jerusalem Code of Conduct and organizational values.
Upon hiring, team members are required to sign the Code of Conduct and undergo training on the Safeguarding Policy. For more information about Caritas Jerusalem and its safeguarding initiatives, please visit www.caritasjr.org.
Position Purpose:
The Administrative Support Manager leads the Administrative Support Department and provides direct assistance to the Secretary General in overseeing the operational, logistical, and administrative functions of Caritas. The role ensures effective coordination across key support areas, including MEAL, Human Resources, Procurement & Logistics, IT, and Humanitarian Access & Security while facilitating smooth operations for all Caritas programs (Social, Community Development, Healthcare, and Emergency Response). The incumbent also supports the Finance Team in ensuring operational alignment with financial planning, budgeting, compliance, and reporting requirements. In addition, the role collaborates closely with the Resources Development Department to support fundraising, compliance, communication, and grant management efforts.
Key Responsibilities:
1. Strategic and Administrative Leadership
· Assist the Secretary General in executing administrative and operational strategies aligned with Caritas’ mission and goals.
· Develop and implement systems and processes to improve organizational efficiency, accountability, and coordination across departments.
· Lead and supervise the Administrative Support Department, ensuring integrated and responsive service delivery.
· Serve as a liaison between support departments and programmatic units to facilitate effective planning and execution.
2. Oversight of Core Administrative Functions
· MEAL (Monitoring, Evaluation, Accountability, and Learning): Oversee the MEAL Officer’s work to ensure data-driven programming, continuous learning, and donor accountability.
· Human Resources: Supervise HR functions, including recruitment, performance management, policy development, and staff well-being.
· Procurement and Logistics: Ensure compliance with internal and donor procurement policies, manage logistics planning, and oversee supply chain operations.
· Information Technology (IT): Oversee IT systems to ensure data security, functionality, and alignment with organizational needs.
· Humanitarian Access & Security: Ensure security protocols are developed, updated, and enforced; support access negotiations when necessary.
3. Operational Facilitation and Support
· Coordinate administrative support for the smooth operation of all programs (Social, Community Development, Healthcare, Emergency Response).
· Identify and resolve operational bottlenecks affecting program delivery.
· Facilitate interdepartmental communication and alignment of priorities.
4. Support to Resource Development Department
· Collaborate with the Resources Development team to ensure compliance with donor requirements in procurement, HR, logistics, and security.
· Provide administrative and technical support for project proposal development, reporting, and communication materials.
· Ensure policies and procedures are in place to support fundraising, research, marketing, and communication efforts.
5. Risk Management and Compliance
· Ensure organizational compliance with local laws, internal policies, and donor regulations.
· Develop and update standard operating procedures (SOPs) for administrative functions.
· Support internal and external audits, and ensure timely resolution of any findings or recommendations.
Qualifications and Skills:
Essential Qualifications:
· Bachelor’s degree in Public Administration, Business Administration, Management, or a related field (Master’s degree preferred).
· Minimum of 7 years of relevant experience, including at least 3 years in a managerial role within the humanitarian or non-profit sector.
Skills and Competencies:
· Strong leadership, supervisory, and team-building skills.
· Solid understanding of humanitarian operations and support systems (HR, logistics, MEAL, IT, security).
· Proven ability to coordinate multi-functional teams and manage cross-departmental collaboration.
· Excellent organizational and time management skills.
· High degree of integrity, discretion, and professionalism.
· Effective written and verbal communication skills in English and Arabic.
· Familiarity with donor regulations (e.g., ECHO, USAID, UN agencies, etc.) and compliance requirements.
· Strong analytical and problem-solving skills, especially in complex operating environments.
· Proficiency in Microsoft Office Suite and administrative systems.
How to Apply:
Interested candidates with relevant education and experience can submit their cover letters and CVs through our website. https://caritasjr.org/. For any support in applying, please contact hr@caritasjr.org .Applications received after the closing date will not be eligible. Only short-listed candidates will be invited for interviews and a technical assignment.
Caritas Jerusalem is an equal opportunity employer. We encourage applications from individuals regardless of gender, race, or background.
Social Program Coordinator
Job Vacancy at Caritas Jerusalem: Social Program Coordinator
Contract Period: 12 months with the possibility of extension based on performance and funding
Duty Station: Caritas Jerusalem Office – Jerusalem
Status: Full-time
Reports to: Head of Social Program
Deadline for Applications: 16 July 2025
Caritas Jerusalem (CJ) is a humanitarian and development organization that represents the socio-pastoral services of the Catholic Church in the Holy Land. It was founded in 1967 in the aftermath of the Six-Day War. Caritas Jerusalem is a member of Caritas Internationals, a confederation of 162 Caritas organizations operating in more than 200 countries.
Caritas Jerusalem is committed to ensuring that all individuals — team members, community members, program participants, and others—are treated with the utmost respect and dignity. This commitment aligns with the core principles outlined in the Caritas Internationalis Management Standards (CIMS). In accordance with these standards, Caritas Jerusalem enforces a zero-tolerance policy regarding child abuse, sexual exploitation, abuse, or harassment by or of its team members. To foster a safe and inclusive work environment, all team members are expected to conduct themselves professionally, respect local laws and customs, and consistently adhere to the Caritas Jerusalem Code of Conduct and organizational values.
Upon hiring, team members are required to sign the Code of Conduct and undergo training on the Safeguarding Policy. For more information about Caritas Jerusalem and its safeguarding initiatives, please visit www.caritasjr.org.
Position Purpose:
The Social Program Coordinator role is pivotal in advancing Caritas Jerusalem’s mission by leading the strategic design, implementation, and oversight of social initiatives that focus on the wellbeing of family and children, persons with disabilities, elderly, women and youth empowerment, and promotes a culture of volunteerism. This role requires a proactive, results-oriented and competent at managing several projects, ensuring compliance with organizational and donor standards, and fostering meaningful community engagement. Collaborating closely with internal teams, external partners, donors, and beneficiaries, the coordinator ensures that projects are effectively delivered and aligned with the organization's strategic goals. Responsibilities encompass efficient program delivery, comprehensive documentation, robust monitoring and evaluation, and active partner engagement. Additionally, the coordinator promotes entrepreneurship, ensures financial compliance, manages reporting processes, fosters voluntary work, and leads awareness campaigns and cultural events.
Key Responsibilities:
- Coordinate the development and execution of social interventions, ensuring they align with organizational mission and goals. This includes creating detailed project plans, timelines, and budgets to guide project activities in cooperation with Caritas team members.
- Ensure all projects comply with Caritas Jerusalem’s policies, procedures, and standards, as well as donor requirements. This involves regular reviews to maintain high-quality standards.
- Oversee the coordination of project activities, ensuring timely delivery within budget and in accordance with action plans. Manage resources effectively to optimize project outcomes.
- Organize and facilitate meetings, workshops, and events with relevant stakeholders, including beneficiaries, community leaders, local partners, donors, and government agencies. Foster strong relationships to enhance project impact.
- Respect the protocol for handling social cases, documenting their information, and identifying their needs in accordance with GDPR and the safeguarding policies and procedures.
- Manage daily administrative functions related to project operations, including correspondence, scheduling, processing payments and documentation. Maintain social files and ensure organized records to support project transparency.
- Conduct regular field visits to monitor projects activities, ensuring proper implementation and addressing any challenges promptly. Prepare comprehensive reports on findings and recommendations.
- Prepare and maintain essential project documents such as awareness materials, attendance reports, official communications, terms of reference, payments’ supporting documents, questionnaires, RFPs, and tenders, etc. Ensure all project documentation is properly maintained and accessible.
- Develop, guide, coach, and work with micro, small, and medium-sized entrepreneurship businesses (MSMEs). Provide training and support to enhance their sustainability and growth.
- Promote voluntary work among youth and other age groups, encouraging community participation and fostering a culture of giving.
- Conduct community-based needs assessments and mapping of relevant organizations to inform project design and implementation.
- Contribute to the development and implementation of monitoring and evaluation (M&E) frameworks for assigned projects. Ensure consistent tracking and reporting on project progress, including outcomes, challenges, and successes.
- Assist in developing project budgets and ensure that expenditure remains within the allocated budget.
- Identify potential risks to project success and implement mitigation strategies. Monitor project needs and raise any concerns regarding delays or misaligned priorities.
- Support the fundraising team in resource mobilization for project implementation. Assist in preparing grant proposals or donor presentations for specific social initiatives.
Qualifications and Skills:
- Education: Bachelor’s degree in Business Administration, Project Management, Social Sciences, or a related field. A Master's degree is preferred.
- Experience: At least 5 years of experience in project management, community development, or a related role. Experience in social work is an asset. Experience in nonprofit or community-based organizations is advantageous.
• Skills: Strong organizational and coordination skills, excellent interpersonal and communication abilities, expertise in project management tools and a deep understanding of community dynamics. Excellent interpersonal, communication, and presentation skills.
- Languages: Excellent writing and communication skills in both English and Arabic languages. Additional language skills are a plus.
• Personal Attributes: Empathy, adaptability, problem-solving skills, self-motivation, multitasking, and commitment to social development and community empowerment. Ability to work in complex environments with challenges.
- Valid Jerusalem driving license
How to Apply:
Interested candidates with relevant education and experience can submit their cover letters and CVs through our website. https://caritasjr.org/. For any support in applying, please contact hr@caritasjr.org Applications received after the closing date will not be eligible. Only short-listed candidates will be invited for interviews and a technical assignment.
Caritas Jerusalem is an equal opportunity employer. We encourage applications from individuals regardless of gender, race, or background.