Job ID
18749
Job Title
Receptionist/Office Support
To work for
PUI | Première Urgence Internationale
Country
Syria
City
Damascus
Field of Work
Translation/Editorial Writing - Secretariat - Administrative
Job Type
Full time
Responsibilities
1- Responsible of Reception activities :
- Answer the phone, screen or direct calls and relay messages
- Greet visitors warmly and make sure they are comfortable, direct them to the appropriate staff member
- Open, date, sort, and distribute incoming correspondence, (letters, memos, administrative notification).
- Arrange for outgoing mail/packages to be picked up, and sign for courier delivery services (DHL…)
- Coordinate with all departments daily and prepare a schedule for sending outgoing mails upon priority and cars’ schedule.
- Ensure reception area is tidy
2- Assists in Liaison communication activities
- Ensure the communication & cooperation between all departments under the DHOM Supervision.
- Participate in planning and performing the social team building activities in the organization.
- Assist in the correspondences with SARC and other authorities: drafting, translating, filing, archiving, updating the Correspondence Tracking List
3- Assists in HR & Administrative activities:
- Make Hotel booking
- Following up Travel Approval Requests’. (TA’s)
- Updating the PUI staff contact list.
- Assist in creating and minting expat files.
- animation (Workshops, Lunches, Meetings, Open Day…)
- Daily Follow up on the Fingerprint Machine and report any cases in the LOG report or any tec.
- Assist in the events Org hnical problem.
- Prepare the staff monthly Attendance report.
- Follow up on the fingerprint machine data update adding/ removing/ others.
- Manage and maintain the meeting room' schedules (bookings, cancellations, or occasions catering).
- Assists in organizing cleaning supplies upon the office needs.
- Translation of PUI Documents.
- Collect data and legal regulation procedures from the Syrian Authorities that might be applied on PUI.
- Copy and scan invoices to archive monthly accounting, when required.
4- Organize and Maintain Archiving
- Organize and Maintain general filing system and filing all correspondence
- Answer the phone, screen or direct calls and relay messages
- Greet visitors warmly and make sure they are comfortable, direct them to the appropriate staff member
- Open, date, sort, and distribute incoming correspondence, (letters, memos, administrative notification).
- Arrange for outgoing mail/packages to be picked up, and sign for courier delivery services (DHL…)
- Coordinate with all departments daily and prepare a schedule for sending outgoing mails upon priority and cars’ schedule.
- Ensure reception area is tidy
2- Assists in Liaison communication activities
- Ensure the communication & cooperation between all departments under the DHOM Supervision.
- Participate in planning and performing the social team building activities in the organization.
- Assist in the correspondences with SARC and other authorities: drafting, translating, filing, archiving, updating the Correspondence Tracking List
3- Assists in HR & Administrative activities:
- Make Hotel booking
- Following up Travel Approval Requests’. (TA’s)
- Updating the PUI staff contact list.
- Assist in creating and minting expat files.
- animation (Workshops, Lunches, Meetings, Open Day…)
- Daily Follow up on the Fingerprint Machine and report any cases in the LOG report or any tec.
- Assist in the events Org hnical problem.
- Prepare the staff monthly Attendance report.
- Follow up on the fingerprint machine data update adding/ removing/ others.
- Manage and maintain the meeting room' schedules (bookings, cancellations, or occasions catering).
- Assists in organizing cleaning supplies upon the office needs.
- Translation of PUI Documents.
- Collect data and legal regulation procedures from the Syrian Authorities that might be applied on PUI.
- Copy and scan invoices to archive monthly accounting, when required.
4- Organize and Maintain Archiving
- Organize and Maintain general filing system and filing all correspondence
Qualifications
- University degree in English Literature or translation a plus - - - Fluency in English (speaking/reading/writing and translation)
- Minimum 1 year relevant experience
- Experience in a national / international NGO an asset
- Working knowledge of Ms. Office package especially Ms. Word and Ms. Excel
- Minimum 1 year relevant experience
- Experience in a national / international NGO an asset
- Working knowledge of Ms. Office package especially Ms. Word and Ms. Excel
Specific Vacancy Requirements
- Honest and trustworthy
- Reliable and rigorous
- Good Planning and organizational skills
- Well-developed interpersonal and communication skills
- Professional appearance and manner
- Motivated and dedicated to his/her job
- Good communication skills
- Hard Worker
- Priority for candidates applying during the first 15 days
- Reliable and rigorous
- Good Planning and organizational skills
- Well-developed interpersonal and communication skills
- Professional appearance and manner
- Motivated and dedicated to his/her job
- Good communication skills
- Hard Worker
- Priority for candidates applying during the first 15 days
Salary and Benefits
As per Premiere Urgence Internationale (PUI)) Syria Mission Salary scale
Medical Insurance / Social Security
Medical Insurance / Social Security
About us
The current operational strategy for Premiere Urgence Internationale (PUI) in Syria is to alleviate the human suffering of the Syrian people in Syria by delivering sound, needs-based humanitarian assistance, while promoting a life-sustaining response. PUI's positioning on, shelter, education, livelihoods, and WASH sectors remain a priority.
Based on ten years of experience conducting humanitarian operations in Syria, supporting Iraqi refugees and lately Syrians affected by the crisis, PUI has played an important role in responding to the needs of the population within nine governorates (Aleppo, Damascus, Rural Damascus, Homs, Hama, Tartous, Lattakia & Dera’a ) and through the following interventions:
- Rehabilitation of collective and private shelters,
- Rehabilitation of infrastructure
- Emergency and Early Recovery WASH interventions
- Education support for conflict-affected populations (remedial classes, school rehabilitations, free exam preparations, summer class activities, community based initiatives and psychosocial support),
- Enhancement of the Population of Syria self-reliance through livelihoods (vocational training course, provision of a professional tool kit ((PTK)),
Based on ten years of experience conducting humanitarian operations in Syria, supporting Iraqi refugees and lately Syrians affected by the crisis, PUI has played an important role in responding to the needs of the population within nine governorates (Aleppo, Damascus, Rural Damascus, Homs, Hama, Tartous, Lattakia & Dera’a ) and through the following interventions:
- Rehabilitation of collective and private shelters,
- Rehabilitation of infrastructure
- Emergency and Early Recovery WASH interventions
- Education support for conflict-affected populations (remedial classes, school rehabilitations, free exam preparations, summer class activities, community based initiatives and psychosocial support),
- Enhancement of the Population of Syria self-reliance through livelihoods (vocational training course, provision of a professional tool kit ((PTK)),
Required employees number
1
Posted On
Apr 17, 2019
Expiry Date
May 17, 2019
CV Language
English