Job ID
44574
Job Title
Admin Assistant
To work for
Oxfam Syria
Country
Syria
City
Damascus
Field of Work
Administrative - Humanitarian/Disasters
Job Type
Full time
Military service
Not Specified
Minimum Education Level
Bachelor/ License Degree
Responsibilities
• Lead in ensuring that administration filing systems, both manual and computerized, are efficient and maintained to high standard, and that the filing lists are kept up to date and circulated.
• Maintain fuel level in the safe level for the power supply in the office & guest houses.
• Maintain & update the contact lists for both external and internal contacts (Staff, INGO, Government contacts) and circulate to Syria Staff and Oxford teams as required.
• Support, manage, and organize cleaners, including attendance, leaves, and daily, weekly, monthly responsibilities and let’s talk.)
• Ensure that pantries are fully stocked at all times (prepare the new upcoming purchases).
• Provide the support only in the booking and update the records for meeting rooms.
• Support all hotel and accommodation arrangements for Oxfam 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 to departmental procedures.
• Provide effective and efficient administrative support to all members of staff (Sim cards, ID, Business Cards) acting as a focal point and coordinating with the communications provider for all the Hubs.
• Regular inventory for Office Stock -warehouse and GHs (Admin stock)
• Follow up with Telcom company AND arrange all types of payments
• 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.
Any other duties that may be reasonably required of the postholder
• Maintain fuel level in the safe level for the power supply in the office & guest houses.
• Maintain & update the contact lists for both external and internal contacts (Staff, INGO, Government contacts) and circulate to Syria Staff and Oxford teams as required.
• Support, manage, and organize cleaners, including attendance, leaves, and daily, weekly, monthly responsibilities and let’s talk.)
• Ensure that pantries are fully stocked at all times (prepare the new upcoming purchases).
• Provide the support only in the booking and update the records for meeting rooms.
• Support all hotel and accommodation arrangements for Oxfam 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 to departmental procedures.
• Provide effective and efficient administrative support to all members of staff (Sim cards, ID, Business Cards) acting as a focal point and coordinating with the communications provider for all the Hubs.
• Regular inventory for Office Stock -warehouse and GHs (Admin stock)
• Follow up with Telcom company AND arrange all types of payments
• 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.
Any other duties that may be reasonably required of the postholder
Qualifications
ESSENTIAL
• Self-Awareness
• Mutual accountability
• Relationship building
• Listening
• Decisiveness
In addition:
• Minimum bachelor’s degree from an accredited university
• Minimum 2 years of relevant experience in similar functions related to facility administration with NGOs or private sector
• Experience to prepare, edit, and format documents, letters, and reports for internal and external use.
•Ability to organize work effectively and support others, and work in a team
• good listening skills and has communication skills
• Organizing goals through creating conditions of success
• Competency in use of relevant technology systems (MS Office suite, and accuracy skills)
• Fluency in Arabic and English (written and verbal) is essential
• Diplomacy, tact, and negotiating skills.
• Good communication skills
Desirable
• Ability to view problems as parts of an overall system and in their relation to the whole system
• INGOs Experience
• Self-Awareness
• Mutual accountability
• Relationship building
• Listening
• Decisiveness
In addition:
• Minimum bachelor’s degree from an accredited university
• Minimum 2 years of relevant experience in similar functions related to facility administration with NGOs or private sector
• Experience to prepare, edit, and format documents, letters, and reports for internal and external use.
•Ability to organize work effectively and support others, and work in a team
• good listening skills and has communication skills
• Organizing goals through creating conditions of success
• Competency in use of relevant technology systems (MS Office suite, and accuracy skills)
• Fluency in Arabic and English (written and verbal) is essential
• Diplomacy, tact, and negotiating skills.
• Good communication skills
Desirable
• Ability to view problems as parts of an overall system and in their relation to the whole system
• INGOs Experience
Specific Vacancy Requirements
The vacancy will be closed on 9th October 2025
Salary and Benefits
As Per Oxfam Salary Scale
About us
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.
Required employees number
1
Posted On
Sep 24, 2025
Expiry Date
Oct 09, 2025
Photo
Required
CV Language
English
