Job ID
41749
Job Title
Admin Officer
To work for
Oxfam Syria
Country
Syria
City
Aleppo
Field of Work
Administrative - Humanitarian/Disasters
Job Type
Full time
Military service
Not Specified
Minimum Education Level
Bachelor/ License Degree
Responsibilities
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.
▪ 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.
Qualifications
Leadership behaviours
•
Strategic Thinking and Judgment
•
Decisiveness
•
Humility
Essential
▪ Degree in business administration, facility management, or related field.
▪ Minimum 4-5 years of working experience in similar administrative work, preferably with an NGO.
▪ Demonstrated experience of working in an administrative function in humanitarian response settings, including but not limited to experience is supporting in setting up of new locations – offices/guest houses/facilities.
▪ Competency in Microsoft Office Applications. (Word, Excel, Powerpoint).
▪ Excellent communication skills in English and Arabic clearly both verbally and in writing
▪ 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 administrative processes in consultation with the Country office.
▪ Acceptable knowledge of Local Laws and procedures related to 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
▪ Demonstrated adaptability and flexibility in all aspects of working.
▪ Commitment to and ability to promote Oxfam's equal opportunity and gender policies.
▪ Desirable:
▪ Experience 1-2 years in similar domain at INGOs and Oxfam is preferable
•
Strategic Thinking and Judgment
•
Decisiveness
•
Humility
Essential
▪ Degree in business administration, facility management, or related field.
▪ Minimum 4-5 years of working experience in similar administrative work, preferably with an NGO.
▪ Demonstrated experience of working in an administrative function in humanitarian response settings, including but not limited to experience is supporting in setting up of new locations – offices/guest houses/facilities.
▪ Competency in Microsoft Office Applications. (Word, Excel, Powerpoint).
▪ Excellent communication skills in English and Arabic clearly both verbally and in writing
▪ 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 administrative processes in consultation with the Country office.
▪ Acceptable knowledge of Local Laws and procedures related to 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
▪ Demonstrated adaptability and flexibility in all aspects of working.
▪ Commitment to and ability to promote Oxfam's equal opportunity and gender policies.
▪ Desirable:
▪ Experience 1-2 years in similar domain at INGOs and Oxfam is preferable
Salary and Benefits
As per oxfam salary scale
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 24, 2024
Expiry Date
Jan 08, 2025
CV Language
English
