Job ID
13854

Job Title
Senior Administrative Assistant

To work for
PUI | Première Urgence Internationale

Country
Syria

City
Damascus

Field of Work
Administrative

Job Type
Full time

Responsibilities
1- Supervise Receptionist activities are followed in regards to:
- Receiving phone calls, messages, visitors, incoming correspondence distribution, outgoing mail/packages delivery, tidiness of reception area.
- Monitoring the Cleaners work and attendance, and the organizing cleaning supplies upon the office needs in regards to storage, weekly inventory and use follow up.

2- Focal point of the Liaison communication activities:
- Ensure the communication and cooperation between all departments under the Finance & Administrative Coordinator Supervision
- Prepare the correspondences with Syrian Arab Red Crescent SARC: drafting, translating, filing, archiving, updating the Correspondence Tracking List and ensure communicating SARC Feedback with the concerned department.
- Daily follow up with SARC in regards to all correspondences.
- Ensure monthly update of PUI activities sheet
- Tracking of the correspondences with other Authorities and preparation upon requests
- Ensure the translation of the correspondences.
- Provide the Finance and Administrative Coordinator daily follow up
- Ensure providing authorities with requested reports on time.
- Ensure the timely follow up for renewal of Memorandum of Understanding (MoU) with PUI partner.

3- Follow up on Administrative activities:
- Follow up with local authorities regarding the approvals for the rental premises (Including Expatriates residential places & Office)
- Ensure the relation with the administration of the Hotels.
- Ensure Travel Approval Requests (TA’s) are being filled and archived as instructed
- Participates in the events Organization (Workshops, Lunches, Meetings, Open Day…)
- Preparation of the policies and reports related to Admin Dept, in addition to other documents such as guidelines and instructions.
- Translation of PUI Documents.
- Attend some meetings (especially general or Adm. & Fin. meetings) in order to take and record minutes, and then transcribe, and distribute them.
- Prepare internal Memos as per Finance & Administrative Coordinator request, sharing and filing them.

4- Follow up on HR activities in regards to:
Expatriates issues:
- Request and follow up VISA, VISA Renewals and Residency permissions
- Resume translation and follow up on licensed translations for Expats documents.
- Organizing and archiving all personnel documents of the expats file

Medical Insurance
- Register and Separate Staff (and his/her family) upon HR feedback
- Receive and follow up claims, Payments, reimbursements
- Ensure updating records of registrations, separations, payments, claims and reimbursements
- Provides the Finance with monthly updated staff list cost in Medical Insurance
- Maintain records for notes and recommendations concerning medical insurance claims as factor for yearly comparisons of companies offers.

5- Organize and Maintain Archiving
- Follow up, Arrange and maintain the general filing system and filing all correspondences

Qualifications
- University degree in English Literature or translation is a plus
- Fluency in English (speaking/reading/writing and translation)
- Minimum 3 year relevant experience
- Experience in a national / international NGO an asset
- Working knowledge of Ms. Office package especially Ms. Word and Ms. Excel

Specific Vacancy Requirements
- Priority for applications during the first week.
- Honest and trustworthy
- Reliable and rigorous
- Good Planning and organizational skills
- Well-developed interpersonal and communication skills
- Professional appearance and manner
- Motivated and dedicated to his/her job
- Good communication skills
- Hard Worker

Salary and Benefits
As per Premiere Urgence Internationale (PUI) Syria Mission Salary scale
Medical Insurance / Social Security


About us
Premiere Urgence Internationale (PUI) is a French non-governmental, not profit organization working in the field of international aid. PUI has been present in Syria since 2008, our mission was to provide humanitarian aids to the Iraqi refugees. In 2013, PUI signed an MOU with the Syrian Arab Red Crescent that allowed our organization to broaden its intervention in Syria to include the crisis-affected population. PUI approaches different needs with different programs such as: Education and vocational training programs, NFI distributions, rehabilitation of Collective Shelters and water trucking supply.

Required employees number
1

Posted On
Oct 24, 2017

Expiry Date
Nov 23, 2017

Requirements

Details

CV Language
English




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