Job ID
36664
Job Title
Office Admin Assistant
To work for
Terre des hommes Foundation - Switzerland
Country
Syria
City
Lattakia
Field of Work
Finances/Accountancy - HR/QM - Administrative
Job Type
Full time
Military service
Finished or Exempted (For male)
Minimum Education Level
Bachelor/ License Degree
Responsibilities
In his/her capacity as representative Tdh, the Admin Assistant is responsible to organize Finance and HR administrative activities for the base of Lattakia and provide support where needed.
S/he assist HR, Finance, and compliance teams in implementing the admin procedures respecting Tdh mandate and commitments and international standards.
Finance/Admin:
- Check monthly the proper filing/stamping of the accountancy documents.
- Verify that all the supporting documentation is correctly filled and eligible for Tdh standards.
- Conduct periodic archiving on completed finance files both soft and hard copies.
- Conduct compliance check on procurement files following Tdh compliance check list and report the missing documents prior sending to coordination office.
- Ensure files mirroring between logistic and Admin departments before archiving.
- Prepares the documents for the payments of suppliers.
- Acts as a liaison point with Hawala payments.
- Supports the administration by providing the paperwork for various ad hoc tasks such as per diem preparation.
- Translates accounting documents if necessary.
- Guarantees security and confidentiality of information.
Human Resources:
- Assists the program and supports team for the administrative management of recruitment and hiring.
- Ensures archiving and monitoring of individual files and ensures all relevant documents related to the life cycle of a Tdh employee are on file.
- Ensures the confidentiality of all HR Data.
- Updates the relevant information for the preparation of payroll.
- Monitors attendance and absences (follow up of leaves).
- Supports for renewals of contracts / end of contract letters.
- Support with updating and collecting staff signatures in documents related to declaration of dual employment, declaration of conflict of interest, etc.
- Support the compliance department in coordination office with providing required files for audit.
- Preparation and dissemination of timesheet for Baghdad staff.
- Provide support with recruitment in Baghdad office including applications screening, shortlist, candidate’s invitations to written test/Interview, sending for reference check and creating job offers.
- Archiving HR files in Baghdad according to achieving policy and procedure.
- Any other relevant task as required by line manager.
Administrative management:
- Guarantees security confidentiality of information.
- Translates HR/Finance documents in English to Arabic and vice versa.
- Manage cleaners team and ensure proper implementation of health and hygiene procedures.
- Assist other team members with HR enquires according to internal staff regulations.
Reporting:
- Report and update HR follow ups or reports as required by the coordination office.
- Reports any mistake or problem face to his/her line manager.
Coordination:
- Manages office day to day tasks including security, staff movement in coordination with Area Manager.
- Attends external meetings on behalf of Tdh if and when needed in coordination with Area Manager.
- Performs day to day office management tasks in close coordination with Area Manager.
Accepts new responsibilities as and when those are assigned by the line manager/s.
S/he assist HR, Finance, and compliance teams in implementing the admin procedures respecting Tdh mandate and commitments and international standards.
Finance/Admin:
- Check monthly the proper filing/stamping of the accountancy documents.
- Verify that all the supporting documentation is correctly filled and eligible for Tdh standards.
- Conduct periodic archiving on completed finance files both soft and hard copies.
- Conduct compliance check on procurement files following Tdh compliance check list and report the missing documents prior sending to coordination office.
- Ensure files mirroring between logistic and Admin departments before archiving.
- Prepares the documents for the payments of suppliers.
- Acts as a liaison point with Hawala payments.
- Supports the administration by providing the paperwork for various ad hoc tasks such as per diem preparation.
- Translates accounting documents if necessary.
- Guarantees security and confidentiality of information.
Human Resources:
- Assists the program and supports team for the administrative management of recruitment and hiring.
- Ensures archiving and monitoring of individual files and ensures all relevant documents related to the life cycle of a Tdh employee are on file.
- Ensures the confidentiality of all HR Data.
- Updates the relevant information for the preparation of payroll.
- Monitors attendance and absences (follow up of leaves).
- Supports for renewals of contracts / end of contract letters.
- Support with updating and collecting staff signatures in documents related to declaration of dual employment, declaration of conflict of interest, etc.
- Support the compliance department in coordination office with providing required files for audit.
- Preparation and dissemination of timesheet for Baghdad staff.
- Provide support with recruitment in Baghdad office including applications screening, shortlist, candidate’s invitations to written test/Interview, sending for reference check and creating job offers.
- Archiving HR files in Baghdad according to achieving policy and procedure.
- Any other relevant task as required by line manager.
Administrative management:
- Guarantees security confidentiality of information.
- Translates HR/Finance documents in English to Arabic and vice versa.
- Manage cleaners team and ensure proper implementation of health and hygiene procedures.
- Assist other team members with HR enquires according to internal staff regulations.
Reporting:
- Report and update HR follow ups or reports as required by the coordination office.
- Reports any mistake or problem face to his/her line manager.
Coordination:
- Manages office day to day tasks including security, staff movement in coordination with Area Manager.
- Attends external meetings on behalf of Tdh if and when needed in coordination with Area Manager.
- Performs day to day office management tasks in close coordination with Area Manager.
Accepts new responsibilities as and when those are assigned by the line manager/s.
Qualifications
- Minimum of two years of professional experience in a similar position.
- Diploma or degree in management, business administration and/or Human Resources.
- Fluency in Arabic is essential. Fluency in English is mandatory.
- Able to work in unstable, uncertain or potentially dangerous environments, independently and in a team.
- Excellent interpersonal communication skills.
- Strong cross-cultural communication and resilience skills.
- Strong sense of confidentiality and adoptability for a healthy work environment.
- Able to establish and maintain effective working relations with people of different cultural backgrounds.
- Computer knowledge of MS Office Word and Excel is essential.
- Diploma or degree in management, business administration and/or Human Resources.
- Fluency in Arabic is essential. Fluency in English is mandatory.
- Able to work in unstable, uncertain or potentially dangerous environments, independently and in a team.
- Excellent interpersonal communication skills.
- Strong cross-cultural communication and resilience skills.
- Strong sense of confidentiality and adoptability for a healthy work environment.
- Able to establish and maintain effective working relations with people of different cultural backgrounds.
- Computer knowledge of MS Office Word and Excel is essential.
Specific Vacancy Requirements
Due to the urgency of this role, we will be reviewing CVs and interviewing candidate in advance of the closing date. For this reason, interested candidates are asked to submit their application as soon as possible.
Salary and Benefits
As per Terre des hommes Foundation - Switzerland Salary Scale.
About us
Terre des hommes (Tdh) is the leading Swiss organisation for children’s aid. Through our health, protection, and emergency relief programs, we provide assistance to over four million children and their families in around 40 countries each year. Terre des hommes (Tdh) opened its Syria mission in 2021 and through 2022 we started to establish its operations with a small team based in Damascus.
Required employees number
1
Posted On
Sep 14, 2023
Expiry Date
Oct 14, 2023
Photo
Required
CV Language
English