17141
Administrative Assistant
Oxfam Syria
Syria
Damascus
Administrative
Full time
Finished or Exempted (For male)
Intermediate Institute
• Lead in ensuring that administration filing systems, both manual and computerised, are efficient and maintained to high standard, and that the filing lists are kept up to date and circulated.
• Support programme needs as arising with photocopying, faxing, and translation.
• Maintain contact lists for both external and internal contacts ( Staff, INGO, Government contacts ) and circulate to Syria Staff and Oxford teams as required.
• Supervise, manage and organize cleaners and ensure that pantries are fully stocked at all times.
• Ensure appropriate administration and conference facilities, and efficient organization of meetings, training and workshops in Syria when required.
• Courier services, distributing external and internal mail.
• Provide records of meetings and follow up plan of action.
• Support all hotel and accommodation arrangements for Oxfam staff and visitors.
• Support on travel arrangements for travelling staff and visitors.
• Carry out store management for office stationery by making requisitions; set up procedure for identifying needs for stationery & store/distribute stationery according departmental procedures.
• Provide effective and efficient administrative support to all members of staff (Sim cards, ID, Business Cards)
• Ensure implementation of Oxfam Administrative policies.
• Ensure implementation of Oxfam’s Gender, Diversity and Equal Opportunities Policies; contribute to the development and sustenance of an organizational environment, which is gender sensitive and ethnic sensitive.
• Perform other tasks requested by line manager.
• Support programme needs as arising with photocopying, faxing, and translation.
• Maintain contact lists for both external and internal contacts ( Staff, INGO, Government contacts ) and circulate to Syria Staff and Oxford teams as required.
• Supervise, manage and organize cleaners and ensure that pantries are fully stocked at all times.
• Ensure appropriate administration and conference facilities, and efficient organization of meetings, training and workshops in Syria when required.
• Courier services, distributing external and internal mail.
• Provide records of meetings and follow up plan of action.
• Support all hotel and accommodation arrangements for Oxfam staff and visitors.
• Support on travel arrangements for travelling staff and visitors.
• Carry out store management for office stationery by making requisitions; set up procedure for identifying needs for stationery & store/distribute stationery according departmental procedures.
• Provide effective and efficient administrative support to all members of staff (Sim cards, ID, Business Cards)
• Ensure implementation of Oxfam Administrative policies.
• Ensure implementation of Oxfam’s Gender, Diversity and Equal Opportunities Policies; contribute to the development and sustenance of an organizational environment, which is gender sensitive and ethnic sensitive.
• Perform other tasks requested by line manager.
• B.A. Secretarial Studies, B.Sc. Secretarial Science and Administration, Office Management and any other related degree from a recognized Institution
• At least 2 years relevant experience from the reputable organization
Skills and competencies:
• Detail oriented and good record keeper.
• Able to draft standard letters and other written communications.
• Manages own time and deals with some conflicting priorities without upward referral.
• Able to multi-task in dealing with job requirements
• Demonstrates adaptability and flexibility in all aspects of working.
• Anticipates outcomes of activities and uses initiative to keep these activities on course.
• Has a good knowledge of the work of department and takes responsibility for expanding own knowledge.
• Good written and spoken English and Arabic is essential.
• Ability to prioritize work according to importance and deadlines; meeting conflicting work demands.
• Influences decision-making on specific issues relating to routine projects and tasks.
• Makes decisions on routine matters without close supervision.
• Ability to work effectively in a team and support others in their work.
• Competency in Microsoft Office applications (word, excel, mailing...) and a basic understanding of computer operations.
• Has initiative, patience, tact and able to work with minimum supervision.
• Experience in Administration.
• At least 2 years relevant experience from the reputable organization
Skills and competencies:
• Detail oriented and good record keeper.
• Able to draft standard letters and other written communications.
• Manages own time and deals with some conflicting priorities without upward referral.
• Able to multi-task in dealing with job requirements
• Demonstrates adaptability and flexibility in all aspects of working.
• Anticipates outcomes of activities and uses initiative to keep these activities on course.
• Has a good knowledge of the work of department and takes responsibility for expanding own knowledge.
• Good written and spoken English and Arabic is essential.
• Ability to prioritize work according to importance and deadlines; meeting conflicting work demands.
• Influences decision-making on specific issues relating to routine projects and tasks.
• Makes decisions on routine matters without close supervision.
• Ability to work effectively in a team and support others in their work.
• Competency in Microsoft Office applications (word, excel, mailing...) and a basic understanding of computer operations.
• Has initiative, patience, tact and able to work with minimum supervision.
• Experience in Administration.
"We are committed to ensuring diversity and gender equality within our organisation."
Oxfam is committed to safeguarding and promoting the welfare of children, young people and adults and expects all staff and volunteers to share this commitment. We will do everything possible to ensure that only those that are suitable to work within our values are recruited to work for us.
Oxfam is committed to safeguarding and promoting the welfare of children, young people and adults and expects all staff and volunteers to share this commitment. We will do everything possible to ensure that only those that are suitable to work within our values are recruited to work for us.
As per Oxfam Salary Scale
Oxfam is an international confederation of 17 organizations networked together in more than 90 countries, as part of a global movement for change, to build a future free from the injustice of poverty.
In Syria :
While Oxfam has been present in the region since 1970, it began operating in Syria through its Damascus based presence in July 2013. Since then, Oxfam has been responding to both the urgent WASH needs for vulnerable people, and has been working on the rehabilitation of water systems in order to provide durable, more sustainable solutions to the affected populations. Interventions implemented under Oxfam's WASH Programme include: Provision of Acute Emergency Life-Saving WASH Services, Rehabilitation of Water Systems, Hygiene Promotion and Water Conservation, Capacity Building and Training, and Improved Emergency WASH Coordination. To date, Oxfam has been worked in 10 governorates, seeking out to over 2.5 million beneficiaries.
In Syria :
While Oxfam has been present in the region since 1970, it began operating in Syria through its Damascus based presence in July 2013. Since then, Oxfam has been responding to both the urgent WASH needs for vulnerable people, and has been working on the rehabilitation of water systems in order to provide durable, more sustainable solutions to the affected populations. Interventions implemented under Oxfam's WASH Programme include: Provision of Acute Emergency Life-Saving WASH Services, Rehabilitation of Water Systems, Hygiene Promotion and Water Conservation, Capacity Building and Training, and Improved Emergency WASH Coordination. To date, Oxfam has been worked in 10 governorates, seeking out to over 2.5 million beneficiaries.
1
Oct 29, 2018
Nov 28, 2018
Required
English