Job ID
48311
Job Title
Administrative Assistant
To work for
The Stabilization Support Unit (SSU)
Country
Syria
City
Aleppo
Field of Work
Secretariat - Administrative
Job Type
Full time
Military service
Not Specified
Minimum Education Level
Bachelor/ License Degree
Responsibilities
General Role:
The Stabilization Support Unit (SSU)/ The Stabilization Organization is seeking to recruit an Administrative Assistant in Aleppo to support the administrative and operational workflow within the office/project and contribute to ensuring the efficient and effective implementation of administrative and organizational procedures in line with SSU’s internal policies and professional standards.
The position holder will be responsible for providing day-to-day administrative support to different teams, including organizing documents and correspondence, maintaining files and records, coordinating meetings, and supporting logistical and administrative operations, thereby contributing to smooth workflow and improved institutional performance.
This role requires strong organizational, communication, and follow-up skills, as well as the ability to work within a multi-functional team while maintaining professionalism, confidentiality, accuracy, integrity, and adherence to organizational policies and procedures.
Duties and Responsibilities:
- Prepare administrative and technical documents requested by the Project Manager in accordance with project needs and requirements.
- Follow up on the implementation of daily activities within community centers (awareness sessions, recreational activities, administrative services) and supervise them in the field in coordination with the Project Manager.
- Ensure implementing teams adhere to activity timelines, identify any delays or obstacles in implementation, propose appropriate solutions, and share them with the Project Manager.
- Prepare and update staff schedules within the centers to ensure adequate coverage of all services, and support the HR department with archiving and attendance, leave, and absence reporting processes.
- Monitor the availability of office and operational supplies (stationery, cleaning materials, activity tools) and request them in advance according to procurement policies in coordination with department heads and the Project Manager.
- Address shortages of supplies or equipment malfunctions in coordination with the logistics department and the Project Manager.
- Document any operational issues (security, technical, or community-related) and submit immediate reports to project management, including recommendations and proposed solutions.
- Review attendance records to ensure completeness, signatures, and accurate dates, and verify activity reports to ensure consistency with attendance sheets and project outputs.
- Organize electronic and hard-copy archiving for all administrative documents in accordance with internal and external audit standards (donors, governments, partners).
- Maintain strict confidentiality of all information and legal files related to beneficiaries and ensure their secure storage.
- Participate in meetings and trainings related to local and international laws and refugee rights, as needed.
- Perform any other duties related to fieldwork and humanitarian programs as assigned.
The Stabilization Support Unit (SSU)/ The Stabilization Organization is seeking to recruit an Administrative Assistant in Aleppo to support the administrative and operational workflow within the office/project and contribute to ensuring the efficient and effective implementation of administrative and organizational procedures in line with SSU’s internal policies and professional standards.
The position holder will be responsible for providing day-to-day administrative support to different teams, including organizing documents and correspondence, maintaining files and records, coordinating meetings, and supporting logistical and administrative operations, thereby contributing to smooth workflow and improved institutional performance.
This role requires strong organizational, communication, and follow-up skills, as well as the ability to work within a multi-functional team while maintaining professionalism, confidentiality, accuracy, integrity, and adherence to organizational policies and procedures.
Duties and Responsibilities:
- Prepare administrative and technical documents requested by the Project Manager in accordance with project needs and requirements.
- Follow up on the implementation of daily activities within community centers (awareness sessions, recreational activities, administrative services) and supervise them in the field in coordination with the Project Manager.
- Ensure implementing teams adhere to activity timelines, identify any delays or obstacles in implementation, propose appropriate solutions, and share them with the Project Manager.
- Prepare and update staff schedules within the centers to ensure adequate coverage of all services, and support the HR department with archiving and attendance, leave, and absence reporting processes.
- Monitor the availability of office and operational supplies (stationery, cleaning materials, activity tools) and request them in advance according to procurement policies in coordination with department heads and the Project Manager.
- Address shortages of supplies or equipment malfunctions in coordination with the logistics department and the Project Manager.
- Document any operational issues (security, technical, or community-related) and submit immediate reports to project management, including recommendations and proposed solutions.
- Review attendance records to ensure completeness, signatures, and accurate dates, and verify activity reports to ensure consistency with attendance sheets and project outputs.
- Organize electronic and hard-copy archiving for all administrative documents in accordance with internal and external audit standards (donors, governments, partners).
- Maintain strict confidentiality of all information and legal files related to beneficiaries and ensure their secure storage.
- Participate in meetings and trainings related to local and international laws and refugee rights, as needed.
- Perform any other duties related to fieldwork and humanitarian programs as assigned.
Qualifications
- Bachelor’s degree or diploma in Business Administration, Public Administration, Secretarial Studies, or any related field.
- At least one year of professional experience in administrative work, secretarial support, or operational support, preferably within local or international NGOs.
- Good organizational, time management, and multitasking skills.
- Ability to prepare and organize files, records, and administrative correspondence professionally.
- Strong communication, teamwork, and coordination skills.
- Ability to work under pressure and meet deadlines.
- Proficiency in Microsoft Office applications, email, and digital work tools.
- Fluency in Arabic (written and spoken); good knowledge of English is an asset.
- Commitment to integrity, professionalism, confidentiality, respect for diversity, and non-discrimination.
- Preferably residing in the target area or able to access it regularly.
- At least one year of professional experience in administrative work, secretarial support, or operational support, preferably within local or international NGOs.
- Good organizational, time management, and multitasking skills.
- Ability to prepare and organize files, records, and administrative correspondence professionally.
- Strong communication, teamwork, and coordination skills.
- Ability to work under pressure and meet deadlines.
- Proficiency in Microsoft Office applications, email, and digital work tools.
- Fluency in Arabic (written and spoken); good knowledge of English is an asset.
- Commitment to integrity, professionalism, confidentiality, respect for diversity, and non-discrimination.
- Preferably residing in the target area or able to access it regularly.
Salary and Benefits
TBA (to be announced later)
About us
The Stabilization Support Unit (SSU) is a Syrian non-governmental and non-profit organization established in 2016 with the aim of promoting stability and peacebuilding in Syria. The organization implements integrated programs in the areas of governance, economic empowerment, social cohesion, and civic engagement, with a particular focus on the inclusion of women, youth, and marginalized groups.
Operating through its offices in Gaziantep, Aleppo, Damascus, and Azaz, SSU adopts an institutional approach grounded in transparency and accountability, and has built strategic partnerships with international organizations and donors from Europe, the Gulf, and the United States.
SSU envisions a democratic Syria founded on peace, justice, and equal opportunity. Its mission is to empower Syrians to lead the stabilization and recovery process through impactful, community-responsive interventions that foster sustainable development.
Its areas of work include promoting good governance, supporting livelihoods, peacebuilding, women and youth empowerment, independent media support, and strengthening the capacities of civil society actors.
Operating through its offices in Gaziantep, Aleppo, Damascus, and Azaz, SSU adopts an institutional approach grounded in transparency and accountability, and has built strategic partnerships with international organizations and donors from Europe, the Gulf, and the United States.
SSU envisions a democratic Syria founded on peace, justice, and equal opportunity. Its mission is to empower Syrians to lead the stabilization and recovery process through impactful, community-responsive interventions that foster sustainable development.
Its areas of work include promoting good governance, supporting livelihoods, peacebuilding, women and youth empowerment, independent media support, and strengthening the capacities of civil society actors.
Required employees number
1
Posted On
May 07, 2026
Expiry Date
Jun 06, 2026
Photo
Required
