Job ID
12967
Job Title
Project Support Assistant (Admin/HR/Logs)
To work for
MEDAIR
Country
Syria
City
Damascus
Field of Work
HR/QM - Administrative - Procurement/Logistics/Delivery
Job Type
Full time
Military service
Finished or Exempted (For male)
Minimum Education Level
Intermediate Institute
Responsibilities
Work as an important member of a diverse team who are committed to serve the world’s most vulnerable with practical and compassionate care. On a day-to-day basis the Project Support Assistant carries out a variety of administrative functions in support of all members of the programme and support teams including Logistics, Finance and HR activities with a particular focus on nationally recruited staff.
Major Duties and Responsibilities:
Administration:
- Welcoming visitors, making arrangements for appointments, meetings and team events.
- Providing administrative assistance to project staff for the delivery of trainings or workshops (in Damascus or in field locations)
- Assisting with filing systems for support functions (Finance, Logistics, HR) and with archiving, in accordance with Medair policy and donor requirements, including follow up with other departments for any missing documents.
- Basic translation of invoices, receipts and other work related documents.
- Drafting routine correspondence.
- Photocopying and scanning of documents and letters and managing an electronic filing system.
- Support to international staff in the preparation of administrative paperwork (eg for travel, living expenses claims).
- Occasionally acting as an interpreter or taking notes, when required.
- Assist in liaison functions eg local delivery of documents, follow-up of letters or applications at Ministries or SARC.
- If required, provide cover (eg during leave) for basic finance functions eg petty cash or cash box management.
Human Resources :
- Support the recruitment process for new/vacant positions in conjunction with the relevant line managers. This includes assisting with advertising, short-lists, arranging interviews, appointment paperwork.
- Work with line managers to organise a relevant and appropriate induction for new staff when they start employment with Medair.
- Check and manage leave sheets, update leaves log and ensure proper implementation of Medair leaves policy.
- Keep the International Staff Planning sheet up to date in liaison with Country Director and submit monthly to Medair HQ.
- Ensure all staff have a personnel file containing all relevant documentation and information, according to Medair policy and any donor requirements.
- Follow up labour reports for national and international recruited staff.
- Translating job descriptions and HR related documents.
Logistics Support:
- Support the Logistics Officer in the paperwork associated with the procurement process eg for instance, preparing Purchase/Framework Agreements, supplier payments, Way Bills and Receipt of Goods as requested.
- Assisting with the effective organisation of procurement documentation as well as filing and archiving (see also Admin).
- Facilitate booking Private Vehicles to and from Lebanon and the following payments.
- Managing SIM card allocations, communications records and payments.
- Manage equipment inventory list on Portfolio and relevant updates.
- Support Stock Management and Equipment Inventory documentation.
Major Duties and Responsibilities:
Administration:
- Welcoming visitors, making arrangements for appointments, meetings and team events.
- Providing administrative assistance to project staff for the delivery of trainings or workshops (in Damascus or in field locations)
- Assisting with filing systems for support functions (Finance, Logistics, HR) and with archiving, in accordance with Medair policy and donor requirements, including follow up with other departments for any missing documents.
- Basic translation of invoices, receipts and other work related documents.
- Drafting routine correspondence.
- Photocopying and scanning of documents and letters and managing an electronic filing system.
- Support to international staff in the preparation of administrative paperwork (eg for travel, living expenses claims).
- Occasionally acting as an interpreter or taking notes, when required.
- Assist in liaison functions eg local delivery of documents, follow-up of letters or applications at Ministries or SARC.
- If required, provide cover (eg during leave) for basic finance functions eg petty cash or cash box management.
Human Resources :
- Support the recruitment process for new/vacant positions in conjunction with the relevant line managers. This includes assisting with advertising, short-lists, arranging interviews, appointment paperwork.
- Work with line managers to organise a relevant and appropriate induction for new staff when they start employment with Medair.
- Check and manage leave sheets, update leaves log and ensure proper implementation of Medair leaves policy.
- Keep the International Staff Planning sheet up to date in liaison with Country Director and submit monthly to Medair HQ.
- Ensure all staff have a personnel file containing all relevant documentation and information, according to Medair policy and any donor requirements.
- Follow up labour reports for national and international recruited staff.
- Translating job descriptions and HR related documents.
Logistics Support:
- Support the Logistics Officer in the paperwork associated with the procurement process eg for instance, preparing Purchase/Framework Agreements, supplier payments, Way Bills and Receipt of Goods as requested.
- Assisting with the effective organisation of procurement documentation as well as filing and archiving (see also Admin).
- Facilitate booking Private Vehicles to and from Lebanon and the following payments.
- Managing SIM card allocations, communications records and payments.
- Manage equipment inventory list on Portfolio and relevant updates.
- Support Stock Management and Equipment Inventory documentation.
Qualifications
Essential Qualifications and Experience:
- Intermediate Institute degree or equivalent in Business Administration or a relevant subject.
- 2 to 4 years Post-qualification professional experience.
- Strong English (oral and written).
- Strong command of Microsoft Office Programmes.
Desirable Qualifications and Experience:
- Professional / vocational / technical qualification in a relevant field.
- Knowledge of HR principles and roles.
- Knowledge and experience in handling cashbox transactions.
- Knowledge and experience in logistics procedures.
- Experience in working in an NGO.
- Intermediate Institute degree or equivalent in Business Administration or a relevant subject.
- 2 to 4 years Post-qualification professional experience.
- Strong English (oral and written).
- Strong command of Microsoft Office Programmes.
Desirable Qualifications and Experience:
- Professional / vocational / technical qualification in a relevant field.
- Knowledge of HR principles and roles.
- Knowledge and experience in handling cashbox transactions.
- Knowledge and experience in logistics procedures.
- Experience in working in an NGO.
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 Damascus with periodic field visits (subject to staff safety procedures and movement approvals). Project locations currently include Rural Damascus, Homs and Aleppo Governorates.
Working week is usually 5 days per week, Sunday to Thursday 9:00 - 17:00.
This position requires flexibility at times. Travel might be required to Lebanon/Jordan for training or meetings.
Planned start date: Mid - August 2017
Application will close once suitable candidate is identified.
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 Damascus with periodic field visits (subject to staff safety procedures and movement approvals). Project locations currently include Rural Damascus, Homs and Aleppo Governorates.
Working week is usually 5 days per week, Sunday to Thursday 9:00 - 17:00.
This position requires flexibility at times. Travel might be required to Lebanon/Jordan for training or meetings.
Planned start date: Mid - August 2017
Application will close once suitable candidate is identified.
Salary and Benefits
We offer an interesting job with Medair and competitive remuneration. We will offer the successful applicant an 8 To 12 months contract inclusive of 3 months' probation period, renewable dependent on both funding and performance. You must be available to start work from Mid August 2017. Candidate should be willing and able to work in Damascus, Rural Damascus, Homs and 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 and relevant experience.
Salary and conditions will be in accordance with Medair Terms of Employment for National staff and relevant experience.
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
Jul 16, 2017
Expiry Date
Aug 15, 2017
Photo
Required
CV Language
English