IT & Administrative Assistant
Medecins du Monde Turkey (MDM-T) / Dunya Doktorlari Dernegi (DDD) is a Turkish-based humanitarian non-governmental organisation that facilitates access to healthcare for populations affected by armed conflict, violence, natural disasters, disease, famine, poverty and exclusion.
Our organisation collaborates with partners and key stakeholders to implement projects that facilitate access to primary and secondary-level healthcare services to respond to the medical needs of displaced populations.
DDD is the 16th member of the Doctors of the World International Network, committed to meeting the health needs of vulnerable people globally. Please visit www.dunyadoktorlari.org.tr to learn more.
Hierarchical & Functional Links
Based in Istanbul, the IT & Administrative Assistant is directly responsible to the Logistics, Administrative & HR Coordinator. The IT & Administrative Assistant does not directly supervise any staff.
Status: Fixed-term contract
Expected Starting Date: ASAP
Expected Profile
Knowledge & Qualifications
- Currently enrolled in or recently graduated from a relevant university programme (Computer Science, Management Information Systems, Business Administration or a related field).
- Basic knowledge of Windows OS, Microsoft 365 (Outlook, Word, Excel, Teams) and general IT troubleshooting.
- Additional certification or training in IT support, network administration or systems management is an asset.
Experience
- Prior experience or coursework in IT support, hardware/software troubleshooting or administrative operations is an asset.
- Familiarity with NGO or humanitarian work environments is an advantage.
- Experience using asset or inventory management tools is an asset.
Languages
- Fluent Turkish (written and spoken); good command of written and spoken English; Arabic is an advantage.
IT & Equipment
- Good proficiency with Microsoft Office package (Word, Excel, Outlook, Teams).
- Basic understanding of IT hardware, software installation and network connectivity.
Skills and Qualities
- Strong organisational skills with high attention to detail.
- Ability to manage multiple tasks simultaneously and prioritise effectively.
- Capacity to handle confidential and sensitive information with a high degree of professional integrity.
- Good interpersonal and communication skills; ability to work effectively in a multicultural team environment.
- Commitment to DDD Code of Conduct and humanitarian principles.
Responsibilities
A. IT Support
A.1 Hardware & Software Support
- Provide first-level technical support for hardware, software and connectivity issues across the Istanbul office.
- Configure, maintain and troubleshoot workstations, laptops, printers and scanners.
- Support Microsoft 365 setup, user account management and licence administration.
- Coordinate with the HQ IT team and external vendors for repairs, replacements or escalations.
A.2 Asset & Inventory Management
- Assist with IT asset inventory tracking; record equipment allocation, condition and movement for all staff.
- Maintain and update the fixed assets register for IT equipment in line with DDD procedures.
- Carry out periodic inventory counts and flag discrepancies to the Line Manager.
A.3 Digital Systems & Document Management
- Support e-signature workflows and digital document management systems.
- Assist in maintaining digital filing structures and ensuring documents are properly archived and accessible.
- Support onboarding of new staff with IT setup (system access, email accounts, equipment allocation).
B. Administrative Support
B.1 Office Administration
- Assist in maintaining office administrative files, contracts and correspondence in both physical and digital archives.
- Help prepare and format internal documents, reports and official letters.
- Assist in organising meetings, travel arrangements and logistics for staff and visitors.
- Support visitor reception and general office coordination tasks.
B.2 Procurement & Logistics Support
- Support logistics functions including procurement follow-up, supply tracking and supplier correspondence.
- Assist with quotation-based procurement processes for office IT and administrative needs.
- Prepare supporting documentation for supplier payments and submit to the finance unit.
B.3 Reporting
- Contribute to the upkeep of organisational databases, trackers and filing systems (Excel-based tools).
- Participate in team meetings and provide updates on assigned tasks.
- Submit regular activity updates to the Log/Admin & HR Coordinator upon request.
- Prepare a handover document at the end of the assignment.
Compliance & Ethics
Promote and encourage a culture of compliance and ethics throughout Dunya Doktorlari Dernegi. As applicable to the position, maintains a clear understanding of Dunya Doktorlari Dernegi and donor compliance and ethics standards and adheres to those standards. Conducts work with the highest level of integrity. Communicates these values to staff and to partners and requires them to adhere to these values.
Prevention of Sexual Exploitation and Abuse
Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within Dunya Doktorlari Dernegi and amongst beneficiaries served by Dunya Doktorlari Dernegi.
NB: Considering the purpose and values of the organisation, DDD requests of its employees complete flexibility in terms of duties and commitment, as their job description and job title can be adjusted throughout the year according to needs and priorities.
How to apply
Please send your CV and motivation letter in English:
recruitment@dunyadoktorlari.org.tr
Closure Date: TBD
Applications will be reviewed on a rolling basis. Female candidates are highly encouraged to apply.
Due to the urgency to fill this post, DDD reserves the right to review CVs on a rolling basis and selected candidates may be interviewed prior to the closing date. Early applications are encouraged.