مطلوب منسق مشاريع/ مسؤول إداري

الوصف الوظيفي:
About Art to Heart

Art to Heart (A2H) is a Palestinian non-profit organization based in Nablus, founded in 2019. We work with persons with disabilities through arts-based programming that advances social inclusion, psychosocial well-being, and rights. Our programmes include the Bridges Daytime Club, an Art School, economic empowerment initiatives, training, and community outreach. A2H operates in partnership with local, regional, and international organizations and donors.

Role Summary
This is a dual role combining project coordination and organizational administration. The Projects Coordinator / Admin Officer leads the planning, implementation, and reporting of A2H's projects and activities, while also managing the day-to-day administrative and HR functions that keep the organization running. The role requires someone who is detail-oriented, organized, and comfortable working across multiple departments and with a wide range of stakeholders.

Key Responsibilities
Projects Coordination & Implementation
Lead the planning and implementation of project activities in line with approved workplans and timelines
Coordinate field visits, workshops, trainings, and events with partners, beneficiaries, and venues
Prepare, issue, and follow up on contracts, Terms of Reference (TORs), and agreements with service providers and partners
Attend and document meetings with the team, partners, donors, and stakeholders; maintain organized meeting records
Coordinate joint tasks and activities with the Art School and Bridges Programme departments
Maintain ongoing, respectful communication with project participants and manage their records accurately
Reporting & Documentation
Prepare narrative and activity reports in line with donor requirements, logframes, and internal templates
Ensure all project documentation is collected, complete, and properly archived — including attendance sheets, photos, feedback forms, and financial supporting documents
Coordinate closely with the Finance Manager and accountant to ensure timely submission and correct filing of all financial documents per organizational policy
Track project expenditure against approved budgets on an ongoing basis; flag variances early and support budget revision processes when needed
Follow up on outstanding invoices, payments to service providers, and financial commitments — ensure all transactions are documented and closed on time
Coordinate the collection and verification of financial supporting documents from staff and service providers before submission to finance
Support the preparation of donor financial reports, ensuring figures align with narrative reports and activity records
Manage petty cash disbursements; maintain a complete, accurate petty cash log and reconcile regularly with the Finance Manager
Monitor and follow up on donor fund releases and instalment schedules in coordination with the Executive Director and Finance Manager
MEAL (Monitoring, Evaluation, Accountability & Learning)
Lead the development and implementation of the MEAL plan across all active projects
Design and oversee data collection tools, including surveys, feedback forms, and monitoring checklists
Coordinate with programme staff to ensure regular data collection and accurate entry
Analyze monitoring data and produce periodic MEAL reports for internal use and donor submission
Lead accountability mechanisms — ensure feedback and complaints channels are functional and documented
Facilitate learning reviews and contribute findings to project planning and organizational reporting
Human Resources Management
Lead HR administration for all staff — maintain up-to-date employment contracts, personnel files, and HR records
Manage staff timesheets, leave records, and absence tracking; follow up as needed
Coordinate staff onboarding — prepare contracts, facilitate orientation logistics, and ensure new staff have the tools and information they need
Support performance review processes by preparing templates, tracking cycles, and maintaining documentation
Ensure HR policies and procedures are applied consistently and flag any compliance issues to the Executive Director
Administration & Office Management
Coordinate A2H's cross-departmental programmes and departments — overseeing scheduling, facilitation logistics, and follow-up across the Art School, Bridges Programme, and other organizational activities
Contribute to the development of A2H's annual organizational plan — coordinate the planning process, consolidate departmental inputs, and support the Executive Director in finalizing and monitoring the plan throughout the year
Manage office supplies and inventory — monitor stock levels, process purchase requests, and maintain supplier relationships
Oversee vendor and service provider contracts, follow up on deliverables, and ensure timely payments and documentation
Manage official organizational correspondence — incoming and outgoing letters, emails, and formal communications
Maintain the Executive Director's calendar and coordinate scheduling for internal and external meetings
Oversee facility-related follow-up, including maintenance, equipment servicing, and space management
Maintain A2H's filing systems — both physical and digital — and ensure documents are organized, accessible, and secure
Contribute to annual organizational reporting and any other duties requested by management
متطلبات الوظيفة:
Essential

Bachelor's degree in Business Administration, Project Management, Public Relations, English Language, or a related field
Minimum 5 years of experience in project coordination within the non-profit or development sector
Proven experience in donor reporting and managing project documentation
Experience leading MEAL processes, including tool design, data collection, and reporting
Strong command of Arabic and excellent English — written and spoken (both are working languages in this role)
Solid knowledge of Microsoft Office (Word, Excel, Outlook)
Place of residence: Nablus
Preferred

Experience in HR administration and staff management in a non-profit context
Familiarity with disability rights, inclusion, or arts-based programming
Experience working with international donors (foundations, INGOs, bilateral funders)
Personal Qualities

Highly organized with strong attention to detail and the ability to manage multiple priorities simultaneously
Strong interpersonal and communication skills — able to work across teams and represent the organization professionally with external stakeholders
Committed to the rights and dignity of persons with disabilities
Able to work under pressure, meet deadlines, and adapt to changing circumstances
تفاصيل الوظيفة:
المسمى الوظيفي: Projects Coordinator / Admin Officer
آخر موعد للتقديم: 28.06.2026.
المكان: نابلس
طبيعة العمل: مكتبي أو ميداني (مقر العمل)
نوع الوظيفة: دوام كامل
المستوى المهني: متوسط الخبرة
الدرجة العلمية: البكالوريوس
الخبرة: 5 سنوات
التصنيف: العلوم الاجتماعية والدراسات المجتمعية اللغات والترجمة التعليم والتدريب العلاقات العامة الإدارة والأعمال الثقافة والفنون المشتريات والتوريد التنمية الاقتصادية والتعاون الدولي
آلية التقديم:
Please send your CV and a cover letter in English to:
info@arttoheartps.org
Subject line: Projects Coordinator / Admin Officer Application

Deadline: Sunday, 28 June 2026

Only shortlisted candidates will be contacted.