NEW Admin Assistant Administrative support – Administrative Services and Support – Generally no need for Higher Education IRC – International Rescue Committee der | Hassaka | raqqa

Job Overview/Summary:

The Admin Assistant will be responsible for providing a general support to All IRC Offices and Guesthouses in Hassaka 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 time. the admin assistantis responsible for managing all maintenance needs in all facilities as well as support monitoring generators with guidance from the technical team members.

Responsibilities:

·Maintain records for office/guesthouse supplies needs following minimum maximum level mechanism.

·Perform and document routine inspections and maintenance activities at office/guesthouse premises.

·Ensure maintenance of safe and sanitary working and living environment at office and guesthouse.

·Support in the set-up plan of new office or guesthouse.

·Ensure stock cleanliness and supply designated facility areas (dusting, sweeping, vacuuming, and cleaning ceiling vents) both at office and guest house premises

·Supervise cleaners and ensure dusting, wiping, washing of external surfaces of cupboards and shelves.

·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 Hassaka governorate.

·Support in monitoring the generators in Hassaka, Hol Camp, Areesh camp and Twina Camp

·Petty cash management in Hassaka governorate and submit the monthly report to her/his supervisor and finance.

·Support Asset Officer for any issue related to Asset.

·Undertake any other duties as may be required from time to time.

Staff Performance Management, Learning & Development

·Hire, supervise, and build the capacity of team members in relevant technical and management competencies.

·Develop and implement remote management capacity building approaches to build the strengths the teams in Syria.

·Coach, train, supervise and mentor direct-report staff, including communicating clear expectations, setting annual performance objectives, providing regular and timely positive and constructive performance feedback, and providing documented semi-annual performance reviews.

·Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.

·Approve and manage time, attendance and leave requests to ensure adequate departmental coverage; ensure monthly, accurate timesheet submission and carry out probationary reviews.

·Hold high-quality meetings with each direct report on a regular and predictable basis, minimally on a monthly basis.

·Provide a measurable development plan including on-the-job learning with the aim of strengthening technical capacity, exchanging knowledge within the team and providing guidance on career paths.

·As required, identify staff performance issues and work with Human Resources to document and address these in accordance with the National Staff Employment Policies.

·Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.

·Promote and monitor staff care and well-being. Model healthy work-life balance practices. Support appropriate interventions in response to identified staff care needs of both national and international staff.

·Look for opportunities to support staff in their career growth, where appropriate. As part of succession plan and nationalization goals, identify, train and develop capability and capacity of national staff to successfully transition role and responsibilities, by the end of assignment.

Minimum Qualifications:

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

Demonstrated Skills and Competencies:

• A commitment to IRC’s mission, vision, values and IRC Way – Professional Code of Conduct.
• Credible written, presentation and verbal communication skills; ability to convey information effectively and solid experience providing training and staff development
• Validated sense of professional discretion, integrity, and ability to handle complex situations diplomatically and to effective resolution.
• Excellent management and interpersonal skills and a solid ability to promote harmonious/cohesive teamwork, in a cross-cultural context.
• Validated ability to plan long-term, organize priorities and work under administrative and programmatic pressures with detail orientation and professional patience.
• Highly collaborative and resourceful; ability to establish positive working relationships with senior level management and all other partners to maximize cooperation and productivity.
• Curiosity, a desire to continually learn and develop is a must.

Language/Travel:

• Arabic is required, while Kordish and English are desired.
• Travel: 15% to field sites in Der Ezzor and Raqqa when requested as well as attending workshops and meetings.

Key Working Relationships:

Position Reports to:  Senior Admin Officer
Position directly supervises: Handyman, cook and Cleaners

Indirect Reporting (If applicable): N/A
Key Internal Contacts: Expats, Program teams and Supply Chain Team

Key External Contacts:  N/A

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 in which this position is based and are currently located outside of your home country and possess over two years of international work experience, the Middle East Region has introduced an attractive remuneration package. The package includes competitive compensation, return flight to post, shipping allowance, temporary housing and a relocation allowance. Certain restrictions may apply. 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.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

Diversity and Inclusion: at IRC MENA, we are passionate about creating an inclusive workplace that promotes and values diversity. Organizations that are diverse in age, gender identity, race, sexual orientation, physical or mental ability, ethnicity, nationality, and perspective are validated to be better organizations. More importantly, creating a safe workspace environment where everyone, from any background, can do their best is the right thing to do. So, bring your whole self to work.

IRC is committed to creating a diverse, inclusive, respectful and safe work environment where all persons are treated fairly, with dignity and respect. In keeping with our core values of Integrity, Service, Accountability and Equality, IRC strives to maintain a work environment built on mutual respect in which all individuals treat each other professionally, and free of bias, prejudice, and harassment. IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of IRC Persons in any work setting. All IRC staff, wherever they are located, are accountable for creating an environment free of discrimination, harassment, bullying, and retaliation.

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