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enhearThe Holy Bahá’í Gardens are partially open, offering visits to the upper balcony, Shrine of the Báb and guided tours
הגנים הבהאיים הקדושים פתוחים חלקית ומציעים ביקורים במרפסת העליונה, מקדש הבאב וסיורים מודרכים

Gardens Administration Assistant

Overview

In the Gardens Department, under general supervision of the Gardens Coordinating Team, the Administrative Assistant performs, coordinates and oversees technical and office administrative duties in support of the Gardens Coordinating Team and the Gardens Department staff, including the provision of varied and complex office duties; may supervise clerical and other support staff, and perform other duties as assigned.

Interacting with staff, both employed Israelis and Bahá’í volunteers, the Administrative Assistant is the first point of contact, dealing with queries and requests.  The Administrative Assistant has knowledge of Hebrew and Arabic to address the employed Israeli staff who mostly speak these two languages.

This is a full-time position.  Some work on time-sensitive tasks may be required after hours and on weekends.

Responsibilities

  • Coordinate and oversee technical and office administrative duties in a prompt and effective manner
  • Function as a translator when dealing with employed Israeli staff enquiries or whenever the Coordinating Team meets with employed Israeli staff
  • Monitor and manage daily attendance of employed Israeli staff
  • Manage preparations for monthly payroll
  • Manage purchase orders, delivery notes, and invoices for vendor and contractor payment process
  • Manage the departmental filing and retrieval system
  • Generate and maintain departmental correspondence and communication
  • Manage asset and material inventories, allocations, and distribution
  • Interact with government or labour bodies, and carry out the associated administrative requirements
  • Interact with and carry out the administrative requirements of Bahá’í World Centre offices and departments on behalf of the Gardens Department – communication through English
  • Data capture for departmental record keeping
  • May supervise clerical and other support staff
  • Perform other duties as assigned

Competencies

  • Intermediate level of planning, organizing, communicating and knowledge of and ability to implement and apply administrative and office management practices
  • Ability to maintain confidentiality and exercise discretion
  • Excellent problem solving/judgment skills
  • High level of attention to detail and accuracy
  • Strong organizational skills, and the ability to work under pressure
  • Possess a sense of urgency to accomplish tasks
  • Flexible personal style to work with diverse personalities; have a professional, yet personable demeanor
  • Ability to effectively communicate information to employees and management
  • Ability to interface with and satisfy the needs of diverse groups ranging from supervisors to gardeners
  • Work independently with little or no supervision
  • Comfortable organizing appointments and managing the calendars of members of the management team
  • Exceedingly well organized, flexible and enjoys the administrative challenges of supporting an office of diverse people and programs
  • Ability to interact with a large number staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism
  • Strong decision making ability

Skill Requirements

  • Knowledge of administrative and clerical procedures and systems such as Word and Outlook processing, managing files and records
  • Expert level written and verbal communication skills
  • Ability to communicate both verbally and in writing in English, Hebrew, and Arabic
  • Excellent skills using MS Outlook, Word and Excel
  • Strong skills using and understanding the flow of transactions in a payroll accounting system

Other:

  • Must be able to travel between Haifa and ‘Akko once a week

Application Form

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