Job ID
12732
Job Title
Project Support Officer - Aleppo
To work for
MEDAIR
Country
Syria
City
Aleppo
Field of Work
Finances/Accountancy - HR/QM - Procurement/Logistics/Delivery
Job Type
Full time
Military service
Finished or Exempted (For male)
Minimum Education Level
Intermediate Institute
Responsibilities
Working as part of a diverse team who are committed to serve the world's most vulnerable with practical and compassionate care the Project Support Officer is responsible for the efficient and effective provision of logistics, finance and administrative functions to support the delivery of field projects.
Major Duties and Responsibilities:
Logistics:
1- Carry out the day-to-day logistical functions for the office and project(s) including, but not limited to:
- Supporting logistical activities such as procurement, supply chain, stock management, warehousing, transport, facilities including issuing of keys, communication and IT (mobile phones, laptops, printers, scanners, etc.), maintenance and asset tracking (EIL).
- Liaising with sector staff to provide effective logistical support to the projects eg coordinating contractor deliveries, accompanying contractors on site, providing market prices.
- Ensuring all logistics activities are carried out in line with Medair guidelines and procedures.
- Carrying out frequent and thorough checks on the quality of equipment and supplies, ensuring that items are maintained in a good condition and that Medair is receiving ‘value for money’ on items purchased.
- Working with relevant team members, within the context of the local environment, to ensure the security of the Medair office and of all Medair property and equipment
- Facilitate small-value procurement of items or services necessary for the effective running of the office and the delivery of the project(s) as per financial procedures.
- In conjunction with the Logistics Officer, Damascus and/or Project Support Manager, Damascus, provide support to main logistics activity associated with delivery of the project(s) as required eg witnessing receipt of tender documents, accompanying contractors on site, providing feedback to Damascus Logistics of local suppliers and completing supplier registration documents.
2- Oversee the day-to-day Office support functions including, but not limited to:
- Managing the daily functionality of the office, ensuring utilities, food and other supplies are available,
- Coordinating the routine maintenance of infrastructure and equipment, repairing items as quickly as possible using the most cost-effective solution
- Liaising with external contacts, such as landlords, utility companies, local tradesmen and contractors, service providers, etc, ensuring services are delivered on time, on budget and to an acceptable standard.
- Support the Area Manager in planning daily staff movements taking into account staff and fleet availability and programme requirements, ensuring the most efficient use of Medair resources.
- Welcoming visiting Medair staff , planning for their arrival by arranging accommodation, transportation if required and ensuring they have all the information needed for their stay (e.g. area layout, , local information, domestic arrangements, etc.).
- Support the Area Manager in preparing the base budget and in the monitoring of the base expenditure, ensuring the correct procedures are followed and that all payments are in line with base budgets.
Finance and Accounting:
Support the Finance Officer in Damascus in the day-to-day accounting functions of the programme including, but not limited to:
- Managing Petty cash, ensuring sufficient amounts are available at all times and that necessary security measures are in place and are being followed.
- Conducting regular cash and bank reconciliations, verifying amounts held and reporting any discrepancies.
- Paying supplier invoices either directly or in conjunction with colleagues and in accordance with agreements made.
- Ensuring all financial transactions are carried out in accordance with the Medair guidelines and procedures.
- Produce accurate weekly accounts within the agreed timeframe for all cash and bank accounts.
Administration:
- Gather necessary data for HR/Admin in the field location including Staff leave and sickness and pass to HR Damascus and Area Manager
- Assist in producing accurate and timely internal reports as required by Area Manager and Damascus team.
- Ensure a clear and transparent paper trail is in place for all transactions, that records are kept in an orderly and timely fashion and that the filing (archive) system is in line with Medair and donor requirements.
- Responsible for the process of archiving of all Financial, Logistics and HR documentation that has to be shipped to Damascus on a regular basis.
Communication:
- Develop and maintain a transparent, honest and supportive communication structure with colleagues to ensure they are kept informed of Office-related activities and requirements.
- Develop and maintain positive relationships with suppliers, and any other stakeholders, representing Medair and ensuring good co-operation and partnerships.
Staff Management:
- Manage and oversee assigned staff including day-to-day management, development and training, performance reviews, etc.
- On occasions work with casual labour (including hiring, co-ordinating workload and payment) to achieve specific, time-bound tasks.
Security:
- Assist the Area Manager in ensuring the safety of the Office and staff.
Quality Management:
- Be aware of the potential for loss or fraud in activities and procedures. Pro-actively work to prevent such occurrences to improve transparency and to ensure the best use of Medair assets and resources.
Major Duties and Responsibilities:
Logistics:
1- Carry out the day-to-day logistical functions for the office and project(s) including, but not limited to:
- Supporting logistical activities such as procurement, supply chain, stock management, warehousing, transport, facilities including issuing of keys, communication and IT (mobile phones, laptops, printers, scanners, etc.), maintenance and asset tracking (EIL).
- Liaising with sector staff to provide effective logistical support to the projects eg coordinating contractor deliveries, accompanying contractors on site, providing market prices.
- Ensuring all logistics activities are carried out in line with Medair guidelines and procedures.
- Carrying out frequent and thorough checks on the quality of equipment and supplies, ensuring that items are maintained in a good condition and that Medair is receiving ‘value for money’ on items purchased.
- Working with relevant team members, within the context of the local environment, to ensure the security of the Medair office and of all Medair property and equipment
- Facilitate small-value procurement of items or services necessary for the effective running of the office and the delivery of the project(s) as per financial procedures.
- In conjunction with the Logistics Officer, Damascus and/or Project Support Manager, Damascus, provide support to main logistics activity associated with delivery of the project(s) as required eg witnessing receipt of tender documents, accompanying contractors on site, providing feedback to Damascus Logistics of local suppliers and completing supplier registration documents.
2- Oversee the day-to-day Office support functions including, but not limited to:
- Managing the daily functionality of the office, ensuring utilities, food and other supplies are available,
- Coordinating the routine maintenance of infrastructure and equipment, repairing items as quickly as possible using the most cost-effective solution
- Liaising with external contacts, such as landlords, utility companies, local tradesmen and contractors, service providers, etc, ensuring services are delivered on time, on budget and to an acceptable standard.
- Support the Area Manager in planning daily staff movements taking into account staff and fleet availability and programme requirements, ensuring the most efficient use of Medair resources.
- Welcoming visiting Medair staff , planning for their arrival by arranging accommodation, transportation if required and ensuring they have all the information needed for their stay (e.g. area layout, , local information, domestic arrangements, etc.).
- Support the Area Manager in preparing the base budget and in the monitoring of the base expenditure, ensuring the correct procedures are followed and that all payments are in line with base budgets.
Finance and Accounting:
Support the Finance Officer in Damascus in the day-to-day accounting functions of the programme including, but not limited to:
- Managing Petty cash, ensuring sufficient amounts are available at all times and that necessary security measures are in place and are being followed.
- Conducting regular cash and bank reconciliations, verifying amounts held and reporting any discrepancies.
- Paying supplier invoices either directly or in conjunction with colleagues and in accordance with agreements made.
- Ensuring all financial transactions are carried out in accordance with the Medair guidelines and procedures.
- Produce accurate weekly accounts within the agreed timeframe for all cash and bank accounts.
Administration:
- Gather necessary data for HR/Admin in the field location including Staff leave and sickness and pass to HR Damascus and Area Manager
- Assist in producing accurate and timely internal reports as required by Area Manager and Damascus team.
- Ensure a clear and transparent paper trail is in place for all transactions, that records are kept in an orderly and timely fashion and that the filing (archive) system is in line with Medair and donor requirements.
- Responsible for the process of archiving of all Financial, Logistics and HR documentation that has to be shipped to Damascus on a regular basis.
Communication:
- Develop and maintain a transparent, honest and supportive communication structure with colleagues to ensure they are kept informed of Office-related activities and requirements.
- Develop and maintain positive relationships with suppliers, and any other stakeholders, representing Medair and ensuring good co-operation and partnerships.
Staff Management:
- Manage and oversee assigned staff including day-to-day management, development and training, performance reviews, etc.
- On occasions work with casual labour (including hiring, co-ordinating workload and payment) to achieve specific, time-bound tasks.
Security:
- Assist the Area Manager in ensuring the safety of the Office and staff.
Quality Management:
- Be aware of the potential for loss or fraud in activities and procedures. Pro-actively work to prevent such occurrences to improve transparency and to ensure the best use of Medair assets and resources.
Qualifications
Essential Qualifications and Experience:
- Intermediate Certificate in relevant subject or equivalent professional / technical qualification.
- At least 3 years post qualification experience in an Logistics or administrative position.
- Good English (spoken and written).
- Excellent Arabic (spoken and written).
- Computer literate with good working knowledge of Microsoft Excel, Word and Outlook.
Desirable Qualifications and Experience:
- Bachelor degree in relevant subject or equivalent professional / technical qualification.
- Supervisory experience.
- Experience working in a cross-cultural setting, preferably in the NGO sector.
- Financial knowledge and experience.
Proven ability to use other computer software packages relevant to accountancy.
- Experience of IT troubleshooting.
- Intermediate Certificate in relevant subject or equivalent professional / technical qualification.
- At least 3 years post qualification experience in an Logistics or administrative position.
- Good English (spoken and written).
- Excellent Arabic (spoken and written).
- Computer literate with good working knowledge of Microsoft Excel, Word and Outlook.
Desirable Qualifications and Experience:
- Bachelor degree in relevant subject or equivalent professional / technical qualification.
- Supervisory experience.
- Experience working in a cross-cultural setting, preferably in the NGO sector.
- Financial knowledge and experience.
Proven ability to use other computer software packages relevant to accountancy.
- Experience of IT troubleshooting.
Specific Vacancy Requirements
Interested? Then apply for this position
All applicants should send a cover letter and an updated CV no longer than four pages, both in the same language as the vacancy note. Your CV should also include contact details of three professional referees.
Professional references will be checked before offering this position to the successful candidate.
The successful candidate must be legally allowed to Work in Syria, need to be holder of fully valid passport for travel to Lebanon/Jordan for training.
This is a position based in Aleppo, with periodic visits to the main office in Damascus.
Working week is usually 5 days per week, Sunday to Thursday 9:00 & 17:00 or 08.00-16.00 subject to agreement.
This position requires flexibility at times.
Planned start date: 01 August 2017
All applicants should send a cover letter and an updated CV no longer than four pages, both in the same language as the vacancy note. Your CV should also include contact details of three professional referees.
Professional references will be checked before offering this position to the successful candidate.
The successful candidate must be legally allowed to Work in Syria, need to be holder of fully valid passport for travel to Lebanon/Jordan for training.
This is a position based in Aleppo, with periodic visits to the main office in Damascus.
Working week is usually 5 days per week, Sunday to Thursday 9:00 & 17:00 or 08.00-16.00 subject to agreement.
This position requires flexibility at times.
Planned start date: 01 August 2017
Salary and Benefits
We offer an interesting job with Medair and competitive remuneration. We will offer the successful applicant a nine months contract inclusive of 3 months' probation period, renewable dependent on both funding and performance. You must be available to start work from 01 August 2017.
Candidate should be willing and able to work in Aleppo and undertake field visits to other governorates (subject to movement approval).
Salary and conditions will be in accordance with Medair Terms of Employment for National staff hired at similar positions.
Candidate should be willing and able to work in Aleppo and undertake field visits to other governorates (subject to movement approval).
Salary and conditions will be in accordance with Medair Terms of Employment for National staff hired at similar positions.
About us
Medair is a humanitarian, non-governmental, non-profit organization with headquarters in Switzerland, founded in 1989 and currently working in 14 countries throughout the world.
We bring relief and recovery to people who are suffering in remote and devastated communities around the world. Medair helps communities to survive crisis, recover with dignity, and develop skills to build a better future in core areas Health and Nutrition, WASH (Water, Sanitation, Hygiene), Shelter/Infrastructure.
We bring relief and recovery to people who are suffering in remote and devastated communities around the world. Medair helps communities to survive crisis, recover with dignity, and develop skills to build a better future in core areas Health and Nutrition, WASH (Water, Sanitation, Hygiene), Shelter/Infrastructure.
Required employees number
1
Posted On
Jun 15, 2017
Expiry Date
Jul 15, 2017
Photo
Required
CV Language
English