Administrative Officer

Admin

Overview

Provide high quality administrative support to the Field Director and IRC office.

You have:

• At least 2-5 years of progressively responsible professional experience in similar administrative role.
• Turkish and English are required, while Arabic is desired.
• A commitment to IRC’s mission, vision, values and IRC Way – Professional Code of Conduct.
• Excellent management and interpersonal skills in a cross-cultural context.
• Validated ability to plan long-term, organize priorities and work under administrative pressures.

Work Arrangement:

Job Description

The Syria crisis is often described as the worst humanitarian catastrophe since the end of the Cold War. Today, 13.4 million people in Syria - more than half of the country's population - are in need of humanitarian assistance with needs increasingly being exacerbated by economic decline. Of these, 6.8 million are refugees and asylum-seekers who have fled the country. This is no short-term humanitarian episode. The devastating human consequences to huge numbers of people will endure for decades. The destruction of relationships, communities, livelihoods, homes and infrastructure will take years to repair.

IRC is offering a robust humanitarian response to the Syria crisis a rapidly expanding portfolio, supported by more than 1000+ staff in Syria Country Program. IRC is undertaking programs in Syria and the neighboring countries of Türkiye, Iraq, Lebanon and Jordan in the fields of health, child protection, early childhood development, education, women’s protection and empowerment, non-food items and food distribution, cash assistance, water and sanitation, protection and rule of law, and livelihood programming. Our work in these challenging settings gives rise to some of the most pressing issues facing contemporary humanitarian action, including questions of access, security, funding and coordination.

Job Overview/Summary:

The Administrative Officer is responsible for ensuring that the administrative support required is provided with minimum effort, money and time. They will be responsible for ensuring that appropriate facilities for offices, storage and accommodation are rented and are equipped with necessary furniture and equipment at all times, including required maintenance follow-up and office aesthetics. They will also support logistics to oversee the IT and Assets functions within the organization.

The Administrative Officer will primarily be responsible for providing high quality, core administrative support to Field Director and IRC office in Gaziantep. This will include providing administrative support to other departments, office management, meetings and events, document management, internal communications. The position is also responsible for managing a range of administrative and logistical support services for visitors to Turkiye including scheduling and coordinating travel arrangements. In addition, the Administrative Officer will work in conjunction with colleagues to keep pillar information up to date for internal and external use, manage changes in Gaziantep office space, and support on other administrative or operational pillar priorities as is needed.

Responsibilities:

Administration and Office Management

- Legal correspondence with authorities, letters typing, making phone bookings with government bodies under supervision of field management and Türkiye representative’s requests). - Supporting IRC Türkiye Representative on government affairs including approvals for meetings and workshops …etc - Administration and office management in Gaziantep, including legal handling and affairs, premises management, event support services, and office staff management. - Office maintenance and its amenities needed for users and guests, supervising cleaners and facility management in conducting maintenance works. - Monitor the consumption of the cleaning materials and re-order in coordination with the supervisor. - Providing regular written reports of status of equipment and supplies. - Perform and document routine inspections and maintenance activities. - Act as the focal point for landlord formalities and communication, in coordination with Supply Chain, Field Director and Türkiye Representative. - Follow up on payments related to facilities including common charges and utility bills. - Support on event planning and service delivery for IRC and partners activities taking place in Gaziantep. - Work with the Finance Officer on compiling invoices related to operations expenditures and administration and make sure charges are booked. - Handle petty cash related to operations support including running cost for the office. - Establish and manage inventory control for office supplies, stationery and other admin consumables and distribute items upon request, following a formal requisition; assess and continuously monitor the consumption of office supplies to avoid waste or losses. - Support the planning and organization of conferences and meetings as needed. - Establish and ensure overall management of hotel accommodation bookings for country program staff and external visitors. Manage requisitions using the established MSAs and MPAs.

Visitor and Guest Assistance

- Establish and ensure welcome services for guests and provide administrative support to visitors when required. - Oversee the management of all travel arrangements for visitors including airport pick up/drop offs. - Keep visitor tracking sheets up to date and ensure their whereabouts is recorded and they are reachable in coordination with the Safety and Security team. - Facilitate visits of donors and other high-level visitors. - Facilitate workspace for consultants/ temporary staff during their stay in Turkiye.

Staff Performance Management, Learning & Development

- The Administrative Officer will manage the cleaners. Hire, supervise, and build the capacity of team members. - 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 meetings with each direct report on a regular and predictable basis, minimally monthly. - 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.

Qualifications

- At least 2-5 years of progressively responsible professional experience in similar administrative role. - Previous experience in the NGOs sector is preferable.

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 and a sense of humor is a must. - Analytical ability in creating effective solutions to complex matters while adhering to labor laws and internal policies.

Language/Travel:

- Turkish and English are required, while Arabic is desired. - Travel: 15% in Turkiye as well as attending workshops and meetings as needed.

Key Working Relationships:

Position Reports to: Field Director

Indirect Reporting: Türkiye Office Representative. Position directly supervises: Cleaners (x2).

Internal: Regular contact with other IRC departments in Türkiye including operations support functions and program.

External: Governmental entities, Vendors, Services 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 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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Potential interview questions

Added 2 years ago - Updated 1 year ago - Source: rescue.org