JOB Vacancy Announcement #: 7183
Job Title: Administration and Liaison Assistant – Derek
Application deadline: 31.07.2022
Duty Station: Derek
Job Requirements:
- University degree in relevant field (Business, Admin or Management)
- At least 1 year work experience in Administration and Liaison;
- Good command of English language oral and written;
- Computer skills MS Office pack; Word, Excel and power point is essential;
- Experience in working in the humanitarian sector;
- Flexibility under pressure and in response to changing needs;
- Attention to detail and excellent in numeracy;
- Commitment to maintaining confidentiality;
- Ability to work within deadlines, prioritizing competing demands;
- Excellent organizational skills with the ability to work on own initiative and proactively provide support;
- Ability to work calmly and efficiently under pressure to meet tight deadlines;
Job Description:
Administration
– Provide support for visitors in the areas of accommodation, transport and per diems.
– Report any security concerns or issues to the HR Coordinator on a timely basis.
– Maintain a hard copy of all Administrative files (e.g. service/drivers contracts). Ensure soft copies are regularly uploaded on SharePoint and hard copies are securely transferred to Central filing.
– Maintain all premises rental agreements in Hassakeh/Derek and be responsible of preparing payments and contractual documents on time. Liaise and report any property maintenance issues to the landlord
– Ensure that all utility bills are processed and paid in a timely manner (electricity, water, telephone and internet).
– Review and submit the monthly recharge phone credit sheet by 25th of each month in coordination with Logs team.
– Maintain the office and guest house equipment to ensure they are functional and meeting health and safety standards including maintenance of fire extinguishers
– Be responsible for the preparation of supply requests for office / guest houses equipment and supplies as and when required.
– Supervise all shipment movement from/to Hassakeh City
– Ensure meeting/interview rooms have the necessary facilities and equipment installed and readily available for use.
Event management and hospitality
– Arrange meetings and workshops as requested based on meeting organizers’ needs, when workshops are held in the Derik office
– Ensure refreshments are available for office visitors and guests
– Ensure meeting/interview rooms have the necessary facilities and equipment installed and readily available for use.
Liaison:
– Liaise with colleagues and relevant officials for crossing permission for international staff and visitors; and for shipment crossing
– Submit the permission request (from/to NES) for all international staff and visitors on time
– Supervise all shipment movements from/to NES and manage the approval with local authorities at the border
– Maintain a hard copy of all Liaison files, ensuring soft copies are regularly uploaded on SharePoint and hard copies are securely transferred to Central filing.
Logistics:
– Check procured items once delivered against original specifications as requested.
– Perform all necessary filing as requested by the staff.
– Support the HR manager with basic stock control and stationery management.
People Management
– Supervise and task the cleaners, drivers & office watchmen.
– Prepare monthly watchmen roster to ensure equity in monthly working hours.
– Review the log sheets of drivers and prepare monthly mileage report.
HR
– Archive HR documents
– Collect hard copies to send them to HR team in Raqqa
Other
– Support and promote the standards outlined in the Concern Code of Conduct and the associated policies among staff and be committed to providing a safe working environment;
– Promote equity, transparency and consistency in the interpretation, determination, implementation and administration of HR policy, procedures and guidelines on all HR related matters applicable to the staff in the office.
– Undertake other appropriate tasks that support the work of Concern in Syria as requested.
Advertiser: Confidential
Other Information’s:
How to Apply:
Please send your CV to the following email/Link:
Please fill out the form on the following link:
https://forms.gle/JVVYwmwiVowe6oZ1A
Please consider to mention the advert ID (Above) and the job title in the email subject.
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