Job ID
51297
Job Title
Swiss Cooperation Office Management Assistant
To work for
SDC /Swiss Agency for Development and Cooperation
Country
Syria
City
Damascus
Field of Work
Secretariat - Public Relations - Administrative
Job Type
Full time
Military service
Finished or Exempted (For male)
Minimum Education Level
Baccalaureate
Responsibilities
The SCO Management Assistant supports the Swiss Cooperation Office’s management in organisational and administrative matters. The SCO Management Assistant reports to the Head of Cooperation and the Chief Finance Personal Administration (CFPA).
Assistance to the Management:
• Organisational and administrative support to the SCO management team members (mainly the Head and Deputy Head of Cooperation, Human Development Advisor, Chief Finance Personnel and Administration), including management of the agenda of the Head of Cooperation, organisation of meetings and contacts administration
• Handling (translate, write, edit, file and process) of official letters including diplomatic notes and mail exchanges on behalf of the SCO management
• Take notes and prepare concise minutes of the weekly team meeting and, as requested by management, other internal and external meetings, capturing key discussion points, decisions, action points, responsible persons and deadlines. Submit draft minutes for validation and ensure timely circulation and appropriate filing.
• Organisation of online and face-to-face meetings including administrative and logistical preparation, facilitation and minutes taking
• Support to the organisation of missions and field visits of the SCO and its visitors
• Organisation of events (receptions, official breakfasts, lunches or dinners, celebration of CH national day etc) and meetings on demand
• Administrative support to the on-boarding and introduction programme of new staff
• Preparation of welcome kits for guests and visitors
• Managing of the SCO's mailboxes
• Any other support for the management in any additional tasks
PCM Processes:
• Administrative support to the PCM approval processes, in line with SDC's guidelines, and submission of proposals and requests to HQ
• Processing of contracts and related steps
• Local Role Manager in RDM to manage access and permissions of RDM users
• Prepare the necessary documents for examination by external Audit
Communication:
• Focal point for communication (e.g. web page, publication and monitoring of social media, brochures, visibility of our operations) in cooperation with the FDFA's communication department
Records Management:
• Electronic filing (GAIA) in coordination with the (D)CFPA
• Paper filing and archiving according to instructions in coordination with the overall responsible person of the Swiss representation for Records Management and the different file owners
• Deputization of the finance/admin assistant during her/his absence
• Any other tasks attributed by the management
Assistance to the Management:
• Organisational and administrative support to the SCO management team members (mainly the Head and Deputy Head of Cooperation, Human Development Advisor, Chief Finance Personnel and Administration), including management of the agenda of the Head of Cooperation, organisation of meetings and contacts administration
• Handling (translate, write, edit, file and process) of official letters including diplomatic notes and mail exchanges on behalf of the SCO management
• Take notes and prepare concise minutes of the weekly team meeting and, as requested by management, other internal and external meetings, capturing key discussion points, decisions, action points, responsible persons and deadlines. Submit draft minutes for validation and ensure timely circulation and appropriate filing.
• Organisation of online and face-to-face meetings including administrative and logistical preparation, facilitation and minutes taking
• Support to the organisation of missions and field visits of the SCO and its visitors
• Organisation of events (receptions, official breakfasts, lunches or dinners, celebration of CH national day etc) and meetings on demand
• Administrative support to the on-boarding and introduction programme of new staff
• Preparation of welcome kits for guests and visitors
• Managing of the SCO's mailboxes
• Any other support for the management in any additional tasks
PCM Processes:
• Administrative support to the PCM approval processes, in line with SDC's guidelines, and submission of proposals and requests to HQ
• Processing of contracts and related steps
• Local Role Manager in RDM to manage access and permissions of RDM users
• Prepare the necessary documents for examination by external Audit
Communication:
• Focal point for communication (e.g. web page, publication and monitoring of social media, brochures, visibility of our operations) in cooperation with the FDFA's communication department
Records Management:
• Electronic filing (GAIA) in coordination with the (D)CFPA
• Paper filing and archiving according to instructions in coordination with the overall responsible person of the Swiss representation for Records Management and the different file owners
• Deputization of the finance/admin assistant during her/his absence
• Any other tasks attributed by the management
Qualifications
• Bachelor degree in business administration, social sciences or other relevant subject.
• Minimum of 5 years of relevant experience of which at least 3 years in an international cooperation environment.
• Excellent written and oral knowledge of Arabic and English. Knowledge of other languages (i.e. German, French, Italian) is an asset.
• Good IT and MS-office knowledge
• Proactive, experience to work independently based on defined objectives
• Strong sense of initiative, with the ability to anticipate needs and take action without constant supervision
• Flexible and adaptable, with the ability to adjust to changing priorities and work in dynamic environments
• Experience in management support and organizational tasks
• Experience to work effectively in a team environment
• Proven ability to work under time pressure
• Excellent personal, social and communication skills
• Mature and trustworthy personality
• Minimum of 5 years of relevant experience of which at least 3 years in an international cooperation environment.
• Excellent written and oral knowledge of Arabic and English. Knowledge of other languages (i.e. German, French, Italian) is an asset.
• Good IT and MS-office knowledge
• Proactive, experience to work independently based on defined objectives
• Strong sense of initiative, with the ability to anticipate needs and take action without constant supervision
• Flexible and adaptable, with the ability to adjust to changing priorities and work in dynamic environments
• Experience in management support and organizational tasks
• Experience to work effectively in a team environment
• Proven ability to work under time pressure
• Excellent personal, social and communication skills
• Mature and trustworthy personality
Salary and Benefits
As Swiss Agency for Development and Cooperation Salary Scale
About us
The Swiss Cooperation Office in Syria is supporting the country's political transition and socio-economic development to the benefit of all segments of the Syrian population and across the country. Its portfolio includes projects in the field of humanitarian as well as economic development, climate and environment as well as peace and good governance.
Required employees number
1
Posted On
Sep 27, 2026
Expiry Date
Oct 27, 2026
CV Language
English
