HR and Admin Assistant

Contract

This is a DRC - National contract. More about DRC - National contracts.

Who are we?

The Danish Refugee Council assists refugees and internally displaced persons across the globe: we provide emergency aid, fight for their rights, and strengthen their opportunity for a brighter future. We work in conflict-affected areas, along the displacement routes, and in the countries where refugees settle. In cooperation with local communities, we strive for responsible and sustainable solutions. We work toward successful integration and – whenever possible – for the fulfillment of the wish to return home.

The Danish Refugee Council was founded in Denmark in 1956, and has since grown to become an international humanitarian organization with more than 7,000 staff and 8,000 volunteers. Our vision is a dignified life for all displaced.

All of our efforts are based on our value compass: humanity, respect, independence and neutrality, participation, and honesty and transparency.

DRC Syria

DRC has been actively operating in Syria since 2008 mainly supporting refugees. In June 2012, DRC was authorized by the Syrian Ministry of Foreign Affairs (MoFA) to expand its humanitarian efforts and provide assistance to IDPs and the vulnerable resident population countrywide. Since then, DRC activities have been focused on NFI distributions, Shelter, WASH, Protection, Education, Livelihoods and Mine Risk Education in six Governorates (Damascus, Rural Damascus, Dara'a, Aleppo, Hama, and Homs). While Protection/community service activities are provided to beneficiaries throughout our Community Centers.

About the job

Focus and ensure compliance to DRC procedures and guidelines within the country office. The role contributes to the administration and support of running the country office, which are translated into action plans and day-to-day tasks. Providing support to the Area offices as and when may be required.

Duties and Responsibilities

Human Resources:

• Support with taking part in organizing for interviews. This will include ensuring that the interview venues are well set, avail computers if required among others.
• Responsible for tracking all the translated documents and share out official documents to respective persons and will be responsible for filing them and providing an update to the HR/Admin Manager.
• Responsible for collecting parcels of HR documents and cross-check the accuracy before dispatch to the field. This could be identity cards, contracts, Medical insurance cards, among others.
• The HR/Admin Assistant will support with preparing the casuals Timesheets and monthly payrolls casuals and submit them timely.
• Assist staff in filling out their social security forms, making sure all necessary information are accurately incorporated.

Administration:

• Ensure all office premises are appropriate, safe and functioning
• Oversee all aspects of office maintenance and cleanliness.
• Maintain and update lease agreements and coordinate the renewal of leases for office premises, guesthouse and all other DRC premises. Act as the focal point for liaison with landlords.
• Coordinate handover of leased properties and ensure security deposits are refunded on timely basis.
• Ensure repairs and maintenance of facilities in compliance with DRC standards and procedures.
• Daily supervisory of the office cleaner and Guesthouse keeper to ensure overall efficiency.
• Responsible for raising PRs for framework agreements of hotels for accommodation for conference facilities
• Liaise with Supply Chain for all Administration processes taking an example purchase of supplies, drinking water etc.
• Ensure payments for all administration-related costs are timely paid. E.g. utility payments.

Guest house management:

• Management of the guesthouse ensuring all premises are maintained in a functional state
• Oversee all aspects of upkeep and cleanliness at the guesthouse. •Ensure guesthouse stocks and supplies are in place and monitor their utilization.
• Ensure the Guesthouse SOP is updated on a periodic basis, and available at the guesthouse in liaison with the HR/Admin Manager.
• Act as the focal point for guesthouses and liaise with property landlords on any matters arising.
• Oversee repairs and maintenance as required for all the Guesthouse premises with timely submission of requests to the supply chain.
• In charge of coordinating with the housekeepers and performing spot checks at the guesthouses

Staff Travels & Accommodation:

• Book accommodation for all national and international staff and guests
• Oversee all staff accommodation bookings and ensure that all travels are well managed whilst resolving any grievances in a timely manner.
• Communicate timely to staff on their arranged accommodations and attend to any other requests as and when.
• Liaise with Supply chain in coordination of the Accommodation and Transportation of the staff and guests as required.

Experience and technical competencies: (include years of experience)

• A minimum of 2 years of administration management experience
• Knowledge of MS office applications
• Responsive both on phone and emails always.
• Previous experience in the same role working with an INGO would be an added advantage

Education:

• A Bachelor’s degree in Social Sciences, Business Administration, Humanities or a related field.

Languages:

• Excellent communication in English and Arabic both written and oral.

In this position, you are expected to demonstrate DRC’ five core competencies:

• Striving for excellence: You focus on reaching results while ensuring an efficient process.
• Collaborating: You involve relevant parties and encourage feedback.
• Taking the lead: You take ownership and initiative while aiming for innovation.
• Communicating: You listen and speak effectively and honestly.
• Demonstrating integrity: You act in line with our vision and values.

We offer

Contract length: Until the end of November 2023

Level: Non-Management I

Location: Syria –Damascus

Expected Start date: 2nd of January 2023

Application process

Interested? Then apply for this position by clicking on one the below link:

Application Link:

HR and Admin Assistant - Application Form (hr-manager.net)

All applicants must send a cover letter and an updated CV (no longer than four pages). Both must be in the same language as this vacancy note. CV only applications will not be considered.

Applications close 28 December 2022

Applications will be reviewed on a rolling basis. DRC reserves the right of conducting tests and interviews before the closing date and can close the advertisement earlier in case of finding a suitable candidate.

Need further information?

If you have questions or are facing problems with the online application process, please visit drc.ngo/jobsupport.

For further information about the Danish Refugee Council, please consult our website www.drc.org