Responsibilities
PS: due to urgency of filling in this vacancy, applications will be reviewed on rolling basis;
Liaison:
* Develop relationships with all relevant authorities on Damascus and country level;
* Maintain relation with Concern lawyer for relevant legal matter;
* Provide support in obtaining Concern registration on Damascus level;
* Ensure that visa approval process for international staff (both permanent and visitors) in Damascus /Syria are done on timely manner;
* Together with Concern lawyer process residency permits and renewals for all international staff;
* Developing contacts with liaison officers of other humanitarian organizations to find synergies and collect information for CMT;
* Attending relevant sector meetings in Syria, with approval of OD/CD;
* To conduct actor mapping for the local stakeholders and government agencies;
Administration:
* Lead the administration of internal processes for efficient office management;
* Maintain adequate and accountable supplies of stationery, desk accessories, safety equipment, drinking water, kitchen supplies, cleaning materials and hygiene supplies for all Concern premises in Damascus;
* Prepare and file all administration documents and correspondence including payments and associated documents;
* Track office administration contracts (utilities, services, leases, postal box, casual and temporary employment contracts) and ensure that these are paid according to the required schedule;
* Produce periodic administration related reports;
* Ensure inventories are maintained, tagged and that the inventory register updated regularly;
* Contribute to the development, review, dissemination and implementation of Administration policies and procedures;
* Carry out monthly stock count for administration mini-stores;
* Managing hotel and venue bookings for Concern Syria staff and visitors;
* Managing the office cleaners: tasks, schedule and performance;
Facilities Management:
* Carry out market assessments for CWW offices and international staff accommodation;
* Managing leases, negotiating on renewal, renewal in advance of expiry, submitting rent payments at least 4 weeks in advance of due date, including for Safe Spaces;
* Managing the set-up and exiting of new properties, including inventory management and handing over with landlords;
* Follow-up on the lease contracts preparation with the legal advisor and keep the lease agreements’ tracker up-to-date;
* Scheduling repairs and maintenance by property, with engagement with landlords when necessary and implement a proper handing-over upon completion and report any unfinished works or unsatisfactory job;
* Conduct security checks for new facilities before lease agreement is signed;
* Meeting landlords to resolve recurring problems;
* Track utility utilization by property to identify any anomalies;
* Ensuring that required supplies are always available in International staff houses;
* Prepare Supply Requests (SRs) based on the approved needs for offices and International staff apartments;
* Document, keep track and follow-up on SRs completion;
* Prepare and submit payment for utilities;
* Preparation of Payment Requests for Admin related purchases, lease or services as per the applied procedure and deliver to Finance;
* Follow-up on the settlement of payments and give feedback to the concerned supplier, service provider or property owner;
* Ensuring that the office is kept clean and tidy;
* Maintaining an inventory of all Concern funded items;
* Submitting request for renewal of various goods and building insurances annually;
* Managing the daily organization of offices (desk, chairs, office allocation);
* Ensure every accommodation is well equipped/furnished and meets standards of quality;
* Ensure the best value for money;
Code of Conduct and Associated Policies:
* To contribute to establishing preventative measures to reduce the potential for abuse in Concern program
* To support and promote the standards outlined in the CoC and associated policies to their team, partner organizations, and beneficiaries, and be committed to providing a safe working environment.
Other Support:
In addition to the duties and responsibilities mentioned above, the Administration Officer may be required to:
* Support in green team report and green team initiative actions and plan
* Contribute to the administration section of the Annual Carbon Audit Report required by Dublin
* Temporarily change location according to program requirements, to provide coverage when needed or for base support
* Participate in organized training and workshops identified by the line manager
* Any other duties assigned by the line manager*
Qualifications
Educational Requirement:
* Degree in Business Administration or other related discipline (Logistics, Administration, Facilities Management)
Experience Requirement:
* 2-3 years of relevant working experience at NGO
* Proven premises management experience
* Stock tracking & management experience
* Involved in procurement
* Safety experience
* Experience with budgeting & budget monitoring
* Team management experience
Specific Vacancy Requirements
Skills:
* Fluent English & Arabic languages both writing and oral skills
* Excellent interpersonal and communication skills.
* Confidential, of integrity and ability to handle sensitive situations
* Proficiency in computer applications
* Capable of prioritizing, reviews priorities and manages multiple priorities to strictly adhere to the deadlines
* Ability to identify potential problems and recommend solutions.