Admin Assistant -Damascus

Background/Context:

The IRC has operated in Syria since 2012, providing protection, health, economic recovery, and early childhood development programs in Idleb, Aleppo, Ar-Raqqa, Hassakeh, and Deir ez-Zor, with new programs expanding into Hama, rural Damascus, and Homs. With a team of over 750 members, the IRC has established trust and strong community relationships, ensuring access and effective service delivery. It plays a significant role in Syria’s NGO, donor, and coordination forums, holding key positions and adapting to the evolving context.

With the new realities under the new government, as of December 2024, the IRC has deployed a team to Damascus to set up operations and engage in coordination structures for newly accessible areas across Syria—including parts of NES, NWS, and other previously unreachable locations in South and Central Syria, adjusting operations to maximize coverage and efficiency.

Job overview:

The Admin Assistant will be responsible for providing general support to all IRC Offices and Guesthouses in Damascus and field sites. The Admin Assistant will be responsible for ensuring that appropriate places for the office and accommodation are equipped with necessary furniture and equipment all the time. The Admin Assistant is responsible for managing all maintenance needs in all facilities as well as supporting monitoring generators with guidance from the technical team members.

Responsibilities:

• Maintain records of office/guesthouse supply needs in accordance with the minimum and maximum stock mechanism.
• Conduct and document regular inspections and routine maintenance of office and guesthouse buildings.
• Ensure the maintenance of a safe and healthy working and living environment within the office and guesthouse.
• Assist in developing a setup plan for any new office or guesthouse.
• Ensure cleanliness of inventory and availability of required supplies in designated areas in both the office and guesthouse (including cleaning, sweeping, vacuuming, and ceiling vent cleaning).
• Supervise cleaning staff and ensure cleaning, wiping, and washing of the external surfaces of cabinets and shelves.
• Supervise the maintenance worker and follow up on the implementation of assigned tasks.
• Ensure replenishment of consumable supplies (soap, toilet paper, and paper towels) as needed.
• Monitor consumption of cleaning materials and reorder them in coordination with the supervisor.
• Ensure cleanliness of toilets, handwash basins, sinks, bathtubs, showers, and drinking fountains.
• Ensure regular replacement and laundering of bed linens and pillow covers.
• Submit periodic written reports on the condition of equipment and supplies.
• Supervise the cook and ensure that meals are prepared and served on time.
• Coordinate with the cook regarding ways to improve meal services.
• Manage and cover all minor maintenance needs at IRC working locations, offices, and guesthouses in Damascus Governorate.
• Support the monitoring of generators in Damascus and other work locations.
• Manage petty cash expenses in Damascus Governorate and submit a monthly report to the supervisor and the Finance Department.
• Support the Assets Team in resolving any asset-related issues.
• Perform any other tasks as required from time to time.

Job Requirements:

• Education: An institutional degree is required in business administration, economics or any related study.
• Work Experience:
• Approximately 2 years of progressively responsible professional experience of Administration in NGOs or INGOs.
• Previous experience in an emergency or conflict-afflicted setting is required.

Demonstrated Skills and Competencies:

• Good communication skills.
• Solid knowledge and understanding of the Syrian context, including geographical, political and security aspects.
• Organized, results and detailed oriented, proactive.
• Team player and good communication skills.
• Strong computer competency with word processing, spreadsheets, databases, and other IT skills.
• Possess leadership qualities and willingness to exercise initiative.
• Able to receive critics.
• Honesty and reliability
• Speed ​​and effectiveness in work, focusing on details.
• Ability to follow instructions

Language/Travel:

• Arabic is required, while English will be an added advantage.

• Travel: Travel: 15% to field sites when requested as well as attending workshops and meetings.

Key Working Relationships:

Position Reports to: Senior Admin Officer**.**
Position directly supervises: Cleaners

Indirect Reporting: N/A
Key Internal Contacts: IRC employees

Key External Contacts: Landlords, Service providers.

Professional Standards: IRC staff must adhere to the values and principles outlined in IRC Way – Global Standards for Professional Conduct. These are Integrity, Service, Accountability and Equality. In accordance with these values, IRC operates and carries out policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-Workplace Harassment, Respect at Work Fiscal Integrity, and Anti-Retaliation.

Returning National Candidates: We strongly encourage national or returning national candidates to apply for this position. If you are a citizen of the country where this position is based and are currently residing outside of your home country, you may be eligible for an attractive relocation package. Eligibility is determined based on IRC's operational needs and specific role requirements. IRC strives to attract, motivate, and retain qualified national staff in our programs.

Accountability to Clients: IRC staff must adhere to the commitment of contributing to the sustainability and development of its (CR) Client Responsiveness Mechanisms, preserving the culture of prioritizing the needs of our clients and affected communities by systematically listening to their perspectives and using their feedback to make programmatic decisions and give them greater influence over program design and delivery.

How to apply

https://forms.cloud.microsoft/r/zKBDaZTWbv