JOB DESCRIPTION

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 the necessary furniture and equipment all  time. The admin assistant is responsible for managing all maintenance needs in all facilities, as well as supporting the monitoring of generators with guidance from the technical team members.

Responsibilities:

• Maintain records for office/guesthouse supplies needs following a minimum and maximum level mechanism.
• Perform and document routine inspections and maintenance activities at the office/guesthouse premises.
• Ensure maintenance of a safe and sanitary working and living environment at the office and guesthouse.
• Support in the set-up plan of a new office or guesthouse.
• Ensure stock cleanliness and supply designated facility areas (dusting, sweeping, vacuuming, and cleaning ceiling vents) both at the office and the guesthouse premises
• Supervise cleaners and ensure dusting, wiping, washing of external surfaces of cupboards and shelves.
• Supervise the Handyman and follow up their work.
• Ensure consumable items (soap, toilet rolls, and paper towels) are replenished when required.
• Monitor the consumption of the cleaning materials and re-order in coordination with the supervisor.
• Ensure toilets, urinals, hand basins, sinks, baths, showers, and drinking fountains are clean.
• Ensure bed sheet/pillow covers are replaced and washed.
• Providing regular written reports on the status of equipment and supplies.
• Supervise cook and ensure meals are prepared and ready on time
• Communicate with the cook about how to improve meal service.
• Manage and cover all minor maintenance needs in IRC’s field sites, office, and guesthouses in Idlebelb governorate.
• Support in monitoring the generators in Idleb and the sites.
• Petty cash management in Idleb governorate and submit the monthly report totheir supervisor and finance.
• Support the Asset team for any issues related to Asset.
• Undertake any other duties as may be required from time to time.

Minimum Qualifications:

Education: An institutional degree is required in business administration, economics or any related study.Equivalent experience in a similar role may also be accepted in place of formal education.

Work Experience:

• Approximately 2 years of progressively responsible professional experience in 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.
• Resilient to Stress.
• Honesty and reliability
• Efficiency and effectiveness in the workplace, focusing on details.
• Ability to follow instructions

Language/Travel:

• Arabic is required, while English will be an added advantage.
• Travel: Travel: 40% 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 / Handyman
• Indirect Reporting: Senior Field Manager
  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.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements

Organization: International Rescue Committee