Job ID
14326
Job Title
Administration Officer
To work for
Oxfam Syria
Country
Syria
City
Damascus
Field of Work
Secretariat - Administrative
Job Type
Full time
Military service
Finished or Exempted (For male)
Minimum Education Level
Bachelor/ License Degree
Responsibilities
Administration and coordination of Administration related activities and operations to ensure smooth running and providing needed support and quality services to Oxfam staff & visitors.
KEY RESPONSIBILITIES:
Support in the drawing up of letters to various stakeholders.
Distribute, log and maintain all correspondence internally and externally.
Support all administrative matters related to new employees including the issuance of personnel ID.
Liaise with relevant Oxfam offices, local authorities and service providers for the timely arrangement of necessary visas in alignments to travellers’ needs.
Ensure that expats have valid visas at all times.
Provide regular updates to travellers and update visa matrix on monthly basis.
Stay up to date with all visa requirements and ensure adherence to local legislation.
Organise all duty travel arrangements (including hotel, transport) for the team, and visitors and ensure welcome pack is disseminated where necessary.
Support co-ordination and organisation of training events, meetings, in booking venues and liaising with trainers, delegates and caterers to ensure everyone is kept up to date with changes in numbers or event locally and abroad.
Ensure availability of supplies and equipment necessary for smooth office operations
Coordinate with logistics department to ensure timely procurement of supplies related to general office administration as per policy and procedures.
Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies whilst establishing ways to combat wastage.
Participate in the management of related service contracts and process payments where needed.
Keep a proper record of administration expenses (expenditures, receipts, requisitions, purchase order forms, waybills, and all other documents).
Serve as a focal point with the local Telecommunication provider and resolve all related work issues.
Manage the administering of mobile phones to new arrivals.
Administer monthly mobile bills at month end in co-ordination with the team, HR and Finance.
Update list of business SIM cards on regular basis to ensure accurate inventory.
Update internal and external contact lists regularly.
Lead in ensuring that administration filing systems are maintained to a high standard (soft and hard copies).
In coordination with the Staff Safety Officer, ensure implementation of health and safety standards within the office
Responsible for drawing up related administration policies and procedures.
Implement Oxfam standard operating guidelines for general administrational and provide administrative support to staff and visitors.
Ensure that offices and guest houses are clean at all times and that there is an updated work plan to ensure smooth operation and continuous manning within the facilities.
Support and supervise the team performance.
Communicate and update the team on visitors from other offices.
Perform other tasks requested with his/her scope.
KEY RESPONSIBILITIES:
Support in the drawing up of letters to various stakeholders.
Distribute, log and maintain all correspondence internally and externally.
Support all administrative matters related to new employees including the issuance of personnel ID.
Liaise with relevant Oxfam offices, local authorities and service providers for the timely arrangement of necessary visas in alignments to travellers’ needs.
Ensure that expats have valid visas at all times.
Provide regular updates to travellers and update visa matrix on monthly basis.
Stay up to date with all visa requirements and ensure adherence to local legislation.
Organise all duty travel arrangements (including hotel, transport) for the team, and visitors and ensure welcome pack is disseminated where necessary.
Support co-ordination and organisation of training events, meetings, in booking venues and liaising with trainers, delegates and caterers to ensure everyone is kept up to date with changes in numbers or event locally and abroad.
Ensure availability of supplies and equipment necessary for smooth office operations
Coordinate with logistics department to ensure timely procurement of supplies related to general office administration as per policy and procedures.
Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies whilst establishing ways to combat wastage.
Participate in the management of related service contracts and process payments where needed.
Keep a proper record of administration expenses (expenditures, receipts, requisitions, purchase order forms, waybills, and all other documents).
Serve as a focal point with the local Telecommunication provider and resolve all related work issues.
Manage the administering of mobile phones to new arrivals.
Administer monthly mobile bills at month end in co-ordination with the team, HR and Finance.
Update list of business SIM cards on regular basis to ensure accurate inventory.
Update internal and external contact lists regularly.
Lead in ensuring that administration filing systems are maintained to a high standard (soft and hard copies).
In coordination with the Staff Safety Officer, ensure implementation of health and safety standards within the office
Responsible for drawing up related administration policies and procedures.
Implement Oxfam standard operating guidelines for general administrational and provide administrative support to staff and visitors.
Ensure that offices and guest houses are clean at all times and that there is an updated work plan to ensure smooth operation and continuous manning within the facilities.
Support and supervise the team performance.
Communicate and update the team on visitors from other offices.
Perform other tasks requested with his/her scope.
Qualifications
At least a relevant Diploma or Degree holder.
Minimum 5 years of working experience in similar administrative work, preferably with an NGO or any other reputable organization
Skills and competencies:
Detail oriented and good record keeper
Ability to work well under pressure within a very busy environment, using own initiative and to prioritise accordingly to meet deadlines
Ability to deal in a tactful and professional manner with confidential information and sensitive situations
Ability to compose correspondence and to create and develop administration processes
Full knowledge of Local Laws and procedures related to visa issuance, residency and entries, for international staff and visitors
Able to work effectively as part of a multi cultural and diverse team as well as the ability to work independently
Very good interpersonal skills and communication skills
Demonstrate adaptability and flexibility in all aspects of working
Ability to communicate in English and Arabic clearly both verbally and in writing and with all levels of staff, including at a distance is essential
Competency in Microsoft Office Applications.
Commitment to and ability to promote Oxfam's equal opportunity and gender policies.
Minimum 5 years of working experience in similar administrative work, preferably with an NGO or any other reputable organization
Skills and competencies:
Detail oriented and good record keeper
Ability to work well under pressure within a very busy environment, using own initiative and to prioritise accordingly to meet deadlines
Ability to deal in a tactful and professional manner with confidential information and sensitive situations
Ability to compose correspondence and to create and develop administration processes
Full knowledge of Local Laws and procedures related to visa issuance, residency and entries, for international staff and visitors
Able to work effectively as part of a multi cultural and diverse team as well as the ability to work independently
Very good interpersonal skills and communication skills
Demonstrate adaptability and flexibility in all aspects of working
Ability to communicate in English and Arabic clearly both verbally and in writing and with all levels of staff, including at a distance is essential
Competency in Microsoft Office Applications.
Commitment to and ability to promote Oxfam's equal opportunity and gender policies.
Salary and Benefits
As per Oxfam Salary Scale in Syria
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
Dec 20, 2017
Expiry Date
Jan 18, 2018
Photo
Required
CV Language
English