Job ID
16362
Job Title
Administrative Assistant
To work for
MEDAIR
Country
Syria
City
Damascus
Field of Work
Administrative
Job Type
Full time
Military service
Finished or Exempted (For male)
Minimum Education Level
Intermediate Institute
Responsibilities
Work as an important member of a diverse team who are committed to serve the world’s most vulnerable with practical and compassionate care. On a day-to-day basis the Admin Assistant carries out a variety of administrative functions in support of all members of the programme and support teams in Admin activities with a particular focus on nationally recruited staff.
Major Duties and Responsibilities:
Administration:
- Welcoming visitors, making arrangements for appointments, meetings and team events.
- Assisting with filing systems for HR & Finance functions, and with archiving, in accordance with Medair policy and donor requirements, including follow up with other departments for any missing documents.
- Basic translation of some work related documents.
- Drafting routine correspondence.
- Photocopying and scanning of documents and letters and managing an electronic filing system in accordance with Box regulations.
- Support to international staff in the preparation of administrative paperwork (e.g. for travel, living expenses claims).
- Occasionally acting as an interpreter or taking notes, when required.
- Assist in liaison functions e.g. local delivery of documents, drafting of documents, follow-up of letters or applications at Ministries or SARC
- Managing SIM card allocations, communications records and payments.
- Responsible of booking Regional Flights for Medair Syria Staff.
- Responsible of booking Hotel Accommodation for Medair Damascus Staff.
- Oversee coordination and booking of taxis (Europcar or other companies)
- Assisting with the day-to-day efficient operation of the Medair Office.
- Perform any other duties assigned by the line manager.
Communication:
- Maintain a transparent, honest and supportive communication structure with colleagues to ensure they are kept informed of applicable Administrative activities and requirements.
- Transfer knowledge and ensure that Medair employees are aware of Administrative related policies and procedures.
The job-holder may be required to undertake additional duties which may be reasonably expected and this forms part of the role within the team.
Major Duties and Responsibilities:
Administration:
- Welcoming visitors, making arrangements for appointments, meetings and team events.
- Assisting with filing systems for HR & Finance functions, and with archiving, in accordance with Medair policy and donor requirements, including follow up with other departments for any missing documents.
- Basic translation of some work related documents.
- Drafting routine correspondence.
- Photocopying and scanning of documents and letters and managing an electronic filing system in accordance with Box regulations.
- Support to international staff in the preparation of administrative paperwork (e.g. for travel, living expenses claims).
- Occasionally acting as an interpreter or taking notes, when required.
- Assist in liaison functions e.g. local delivery of documents, drafting of documents, follow-up of letters or applications at Ministries or SARC
- Managing SIM card allocations, communications records and payments.
- Responsible of booking Regional Flights for Medair Syria Staff.
- Responsible of booking Hotel Accommodation for Medair Damascus Staff.
- Oversee coordination and booking of taxis (Europcar or other companies)
- Assisting with the day-to-day efficient operation of the Medair Office.
- Perform any other duties assigned by the line manager.
Communication:
- Maintain a transparent, honest and supportive communication structure with colleagues to ensure they are kept informed of applicable Administrative activities and requirements.
- Transfer knowledge and ensure that Medair employees are aware of Administrative related policies and procedures.
The job-holder may be required to undertake additional duties which may be reasonably expected and this forms part of the role within the team.
Qualifications
Essential Qualifications and Experience:
- Intermediate Institute degree or equivalent in Business Administration or relevant subject.
- 2 to 4 years Post-qualification professional experienceز
- Strong English (oral and written).
- Strong command of Microsoft Office Programmes.
Desirable Qualifications and Experience:
- Professional / vocational / technical qualification in a relevant field.
- Knowledge of Administrative principles and roles.
- Experience in working in an NGO.
- Intermediate Institute degree or equivalent in Business Administration or relevant subject.
- 2 to 4 years Post-qualification professional experienceز
- Strong English (oral and written).
- Strong command of Microsoft Office Programmes.
Desirable Qualifications and Experience:
- Professional / vocational / technical qualification in a relevant field.
- Knowledge of Administrative principles and roles.
- Experience in working in an NGO.
Specific Vacancy Requirements
Interested? Then apply for this position
All applicants should send a cover letter and an updated CV no longer than four pages, both in the same language as the vacancy note. Your CV should also include contact details of three professional referees.
Professional references will be checked before offering this position to the successful candidate.
The successful candidate must be legally allowed to Work in Syria, need to be holder of fully valid passport for travel to Lebanon/Jordan for training.
This is a position based in Damascus with periodic field visits (subject to staff safety procedures and movement approvals).
Working week is usually 5 days per week, Sunday to Thursday 8:30 – 16:30.
This position requires flexibility at times. Travel might be required to Lebanon/Jordan for training or meetings.
Planned start date: November 2018
Application will close once suitable candidate is identified
All applicants should send a cover letter and an updated CV no longer than four pages, both in the same language as the vacancy note. Your CV should also include contact details of three professional referees.
Professional references will be checked before offering this position to the successful candidate.
The successful candidate must be legally allowed to Work in Syria, need to be holder of fully valid passport for travel to Lebanon/Jordan for training.
This is a position based in Damascus with periodic field visits (subject to staff safety procedures and movement approvals).
Working week is usually 5 days per week, Sunday to Thursday 8:30 – 16:30.
This position requires flexibility at times. Travel might be required to Lebanon/Jordan for training or meetings.
Planned start date: November 2018
Application will close once suitable candidate is identified
Salary and Benefits
We offer an interesting job with Medair and competitive remuneration. We will offer the successful applicant a 8 months contract inclusive of 3 months' probation period, with renewal subject to performance and funding for subsequent projects.
Salary and conditions will be in accordance with Medair Terms of Employment for National staff and relevant experience.
Salary and conditions will be in accordance with Medair Terms of Employment for National staff and relevant experience.
About us
Medair is a humanitarian, non-governmental, non-profit organization with headquarters in Switzerland, founded in 1989 and currently working in 14 countries throughout the world.
We bring relief and recovery to people who are suffering in remote and devastated communities around the world. Medair helps communities to survive crisis, recover with dignity, and develop skills to build a better future in core areas Health and Nutrition, WASH (Water, Sanitation, Hygiene), Shelter/Infrastructure.
We bring relief and recovery to people who are suffering in remote and devastated communities around the world. Medair helps communities to survive crisis, recover with dignity, and develop skills to build a better future in core areas Health and Nutrition, WASH (Water, Sanitation, Hygiene), Shelter/Infrastructure.
Required employees number
1
Posted On
Aug 09, 2018
Expiry Date
Sep 08, 2018
Photo
Required
CV Language
English