Responsible for planning and managing all administrative operations of the organization and its projects to provide its needs for human competencies, systems, technologies, work tools, and general services. Works on implementing approved policies, procedures, and regulations in the field of personnel affairs and labor relations in coordination with relevant parties inside and outside the organization. The Operations and Administrative Affairs Manager is also responsible for conducting operational assessments within the organization to ensure improved efficiency and effectiveness, facilitating administrative processes for other departments, units, and stakeholder employees.
• Required tasks / المهام المطلوبة:
• Participates in the organization’s strategic planning process and oversees the implementation and achievement of strategic objectives for his/her department according to the approved strategic plan.
• Participates in strategic management team meetings to coordinate work with other departments and set the organization’s strategy and general policies.
• Supervises the work of support units (Human Resources, Procurement and Logistics, Security and Safety, and Administrative Affairs) and their compliance with approved policies and procedures.
• Supervises the application of the human resources policy and administrative decisions on employees under his/her supervision.
• Develops an annual plan for the work and programs implemented by the units under his/her management, including their budget and performance indicators, based on the needs of other organization departments and units and the approved organizational strategy and policies.
• Oversees the identification of the organization’s workforce needs through the Human Resources department, in coordination with other organization offices, departments, and units.
• Supervises the preparation of the annual salaries, wages, and bonuses budget in coordination with the Financial Department.
• Supervises the application of the work systems, bylaws, and staff procedures adopted by the organization and ensures their integrity and compliance with the laws and legislation of the country of operation.
• Oversees the development and implementation of the staff performance evaluation system and ensures the integrity of the evaluation forms, their preparation, and distribution to departments on time, then receives and reviews them before submitting them to the Executive Director for approval.
• Approves leave schedules for units under his/her management and discusses the proposed training plan for association staff with the Human Resources department before its final approval.
• Resolves disputes and conflicts that may arise between internal or external parties and works to provide a healthy work environment characterized by stability and friendly relations among employees, fostering team spirit and loyalty to the organization.
• Supervises the appointment and follow-up on the employment of human resources in units within the Operations and Administrative Affairs management and approves recruitment competitions conducted by the organization in the area under his/her supervision.
• Manages the process of monitoring and documenting the organization’s assets in his/her area of operation, including fixed assets with their material value, in coordination with the Financial Department, follows up on them, and deputizes logisticians to inspect them periodically and report on their status.
• Performs any other tasks assigned by his/her direct manager within his/her specialty.
• Supervisory responsibilities:
• All departments and personnel under him/her in the organization’s offices.
• Communication levels:
All departments and offices of the organization, the Board of Directors, donors, and partners.
• Administrative authority:
• Direct and coordinate the activities of employees under his/her supervision and ensure their compliance with institutional policies and procedures.
• Monitor the daily performance of employees and evaluate their performance periodically.
• Make decisions regarding task distribution and work scheduling.
• Organize overlapping activities between various departments under his/her supervision and ensure their consistency to contribute to achieving the desired goals.
• Required Qualifications:
• University degree in Business Administration, Economics, or an equivalent relevant professional specialization.
• Required years of experience:
• Experience in the administrative or supervisory field for at least 3 years.
• Experience in the required functional position for at least 7 years.
• Experience in humanitarian or relief work for at least 5 years.
• Competencies, capabilities, skills and training required:
• High ability for leadership and guidance, with effective development and follow-up skills.
• Skill in creating practical solutions to daily challenges.
• Efficiency in organizing work and setting priorities effectively.
• Effective communication and negotiation skills, with the ability to deal with others professionally.
• Ability to coordinate resources and manage overlapping tasks efficiently.
• Ability to handle high workload and work in complex environments while maintaining professional ethics.
• Ability to work independently or as part of a team.
• Excellent use of computers and office software.
• Proficiency in both Arabic and English, spoken and written, at an advanced level.
• Possessing accuracy, commitment to deadlines, and a sense of responsibility.
• Any additional requirements:
• Good knowledge and sufficient familiarity with the policies and procedures followed within the Operations and Administrative Affairs department in humanitarian work organizations in Syria.