Liaison and Administration Officer

Syria

Administrative

Not Specified

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*

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.

We are an international non-governmental humanitarian organization that strives for a world free from poverty, fear and oppression.
We deliver life-saving and life-changing interventions to the world's poorest and most vulnerable people. From rapid emergency response to innovative development programming, we go to the hardest to reach places to make sure that no-one is left behind.
Its response to the Syria crisis started in April 2013.

PS: due to urgency of filling in this vacancy, applications will be reviewed on rolling basis

Jul 08, 2025

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