Job ID
18986
Job Title
Local Administrator
To work for
Gruppo di Volontariato Civile GVC
Country
Syria
City
Damascus
Field of Work
Finances/Accountancy - HR/QM
Job Type
Full time
Military service
Finished or Exempted (For male)
Minimum Education Level
Bachelor/ License Degree
Responsibilities
Objectives and Tasks related with HR
Objective 1: Ensuring a good archiving system for all HR & Admin files of GVC’ Syria mission.
Activities/Main duties:
• Scanning the personnel documents as well as all the HR files linked with the recruitment.
• Archiving the personnel documents and the HR files using the current archiving system (hardcopies and softcopies).
• Labelling each folder and creating a follow up tool in order to facilitate the searching of each file.
• Checking each existing file and following with concerned people in order to have the missing information or documents.
Objective 2: Make sure that quality support in terms of recruitment is provided on time.
Activities/Main duties:
• Downloading all received CVs and sharing them on time with the Project Manager/Country Representative or with the concerned person in order to prepare the first shortlist.
• Scheduling the tests and interviews when necessary (send emails, call shortlisted candidates, etc.).
• Organizing the tests and interviews (printing documents, providing laptops and stationery) & supervising the tests if needed.
Objective 3: Ensuring a proper follow up of the leaves and attendance of National and Expat staff.
Activities/Main duties:
• Updating the leaves’ tracker on a daily basis
• Following the justification documents for the different kind of leaves and check if they are submitted accurately and on time.
Objective 4: Guaranteeing the reception and acknowledgement of all GVC manuals and ensuring the official registration/termination of the staff.
Activities/Main duties:
• Preparing all requested documents that the employee need to receive on his/her first day (TOR, Contract, GVC rules and procedures).
• Insurance activation/deactivation for the staff.
Tasks related with Administration
Objective 1: Ensuring a good archiving system for the MOUs and NGO partner agreements
Activities/Main duties:
• Maintaining confidential and organized hard copy files for all MOUs and partnership agreements with national and local authorities as well as donors.
• Make sure that all support documentation required are available and complete.
Objective 2: Ensuring the follow up and completion of the Leases related to Offices, Warehouse & Apartments in coordination with the Procurement and Logistics Officer
Activities/Main duties:
• Management and maintenance of all GVC’s leases.
• Ensure all leases are paid on time.
• Regular communication with landowners on maintenance issues.
• Ensure all premises are maintained and conductive to good working/living environment.
• Ensure all purchases (stationary, office supplies) for office and apartments are on a timely manner.
• Direct communication/management regarding office cleaning services.
• Prepare payment requests for finance department with all the necessary documents for purchases made for administration expenses.
Objective 3: Ensure that all documents related to International Staff are issued, renewed on time
Activities/Main duties:
• Monitoring and following up of visas for international staff & permission requests for travel to restricted areas.
• Process all visas and ensure that visas are renewed before the expiry.
• Process Residence permits for Expat staff.
• Process travel permissions as required.
Any other task that may be required by the Finance and Admin Officer
Objective 1: Ensuring a good archiving system for all HR & Admin files of GVC’ Syria mission.
Activities/Main duties:
• Scanning the personnel documents as well as all the HR files linked with the recruitment.
• Archiving the personnel documents and the HR files using the current archiving system (hardcopies and softcopies).
• Labelling each folder and creating a follow up tool in order to facilitate the searching of each file.
• Checking each existing file and following with concerned people in order to have the missing information or documents.
Objective 2: Make sure that quality support in terms of recruitment is provided on time.
Activities/Main duties:
• Downloading all received CVs and sharing them on time with the Project Manager/Country Representative or with the concerned person in order to prepare the first shortlist.
• Scheduling the tests and interviews when necessary (send emails, call shortlisted candidates, etc.).
• Organizing the tests and interviews (printing documents, providing laptops and stationery) & supervising the tests if needed.
Objective 3: Ensuring a proper follow up of the leaves and attendance of National and Expat staff.
Activities/Main duties:
• Updating the leaves’ tracker on a daily basis
• Following the justification documents for the different kind of leaves and check if they are submitted accurately and on time.
Objective 4: Guaranteeing the reception and acknowledgement of all GVC manuals and ensuring the official registration/termination of the staff.
Activities/Main duties:
• Preparing all requested documents that the employee need to receive on his/her first day (TOR, Contract, GVC rules and procedures).
• Insurance activation/deactivation for the staff.
Tasks related with Administration
Objective 1: Ensuring a good archiving system for the MOUs and NGO partner agreements
Activities/Main duties:
• Maintaining confidential and organized hard copy files for all MOUs and partnership agreements with national and local authorities as well as donors.
• Make sure that all support documentation required are available and complete.
Objective 2: Ensuring the follow up and completion of the Leases related to Offices, Warehouse & Apartments in coordination with the Procurement and Logistics Officer
Activities/Main duties:
• Management and maintenance of all GVC’s leases.
• Ensure all leases are paid on time.
• Regular communication with landowners on maintenance issues.
• Ensure all premises are maintained and conductive to good working/living environment.
• Ensure all purchases (stationary, office supplies) for office and apartments are on a timely manner.
• Direct communication/management regarding office cleaning services.
• Prepare payment requests for finance department with all the necessary documents for purchases made for administration expenses.
Objective 3: Ensure that all documents related to International Staff are issued, renewed on time
Activities/Main duties:
• Monitoring and following up of visas for international staff & permission requests for travel to restricted areas.
• Process all visas and ensure that visas are renewed before the expiry.
• Process Residence permits for Expat staff.
• Process travel permissions as required.
Any other task that may be required by the Finance and Admin Officer
Qualifications
• Education Background: BA degree in Business and Management or any similar field.
• Experience: At least 2 years’ experience in same or similar position
• Languages: Very good in Arabic and English.
• Driving license: Yes
• Personal qualities & soft skills: The candidate should have good communication skills and should be organized, motivated, and sociable. The candidate should also be able to work using Microsoft Office such as Word, Excel and PowerPoint.
• Experience: At least 2 years’ experience in same or similar position
• Languages: Very good in Arabic and English.
• Driving license: Yes
• Personal qualities & soft skills: The candidate should have good communication skills and should be organized, motivated, and sociable. The candidate should also be able to work using Microsoft Office such as Word, Excel and PowerPoint.
Salary and Benefits
Salary will be established according to GVC salary scale.
Only pre-selected candidates will be contacted; the applications will be reviewed as they are received and the position may be awarded before the deadline.
Only pre-selected candidates will be contacted; the applications will be reviewed as they are received and the position may be awarded before the deadline.
About us
Gruppo di Volontariato Civile, GVC - a non-governmental, and independent organization, founded in 1971 in Bologna (Italy).
Since its foundation, GVC is active in international development aid projects, humanitarian aid to populations suffering from conflicts and natural disasters to reconstruction, hygiene, and food security; from rural development to education, to the protection of women's and children's rights.
In over forty years of activity, GVC had operated in all parts of the world, carrying out thousands of projects. collaborating with public institutions, cultural associations, cooperatives, and Italian and European NGOs,
In Syria, among 2010 and 2011, GVC implemented a project in Syria, in the city of Aleppo, strengthening the educational system in public schools taking in consideration presence of Iraqi students refugee’s.
At the end of 2013 GVC obtained the authorization from the Syrian Ministry of Foreign Affairs to work in humanitarian aid in the crisis.
Since its foundation, GVC is active in international development aid projects, humanitarian aid to populations suffering from conflicts and natural disasters to reconstruction, hygiene, and food security; from rural development to education, to the protection of women's and children's rights.
In over forty years of activity, GVC had operated in all parts of the world, carrying out thousands of projects. collaborating with public institutions, cultural associations, cooperatives, and Italian and European NGOs,
In Syria, among 2010 and 2011, GVC implemented a project in Syria, in the city of Aleppo, strengthening the educational system in public schools taking in consideration presence of Iraqi students refugee’s.
At the end of 2013 GVC obtained the authorization from the Syrian Ministry of Foreign Affairs to work in humanitarian aid in the crisis.
Required employees number
1
Posted On
May 13, 2019
Expiry Date
Jun 11, 2019
Photo
Required
CV Language
English