41749

Aleppo

Full time

Support in the drawing up of letters to various stakeholders.
▪ Distribute, log and maintain all correspondence internally and externally.
▪ Support matters relating to office set, stationery, mobile SIM’s, bills, the issuance of personnel ID, and other admin support as needed.
▪ Support the Country office in ensuring the follow up of visas and any related travel arrangements.
▪ Organise all duty travel arrangements (including hotel, transport) for the team, and visitors and ensure admin induction 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 events locally, and in consultation with the country office for overseas events.
▪ 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.
▪ Update list of business SIM cards on regular basis to ensure accurate inventory.
▪ Update internal and external contact lists regularly and share with staff.
▪ Lead in ensuring that administration filing systems are maintained to a high standard (soft and hard copies).
▪ In coordination with the Staff Safety Security Officer, ensure implementation of health and safety standards within the office along side with the health focal point.
▪ Participate drawing up related administration policies and procedures and SOP’s.
▪ 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 to ensure support function deliverables are achieved.

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Jan 08, 2025