Job Title : Administrative Affairs and Executive Office Assistant
Location Turkey-Gaziantep
Position status: Full-time – 12 Months
Vacancy: 1
About Us:
INTERNATIONAL WARS AND DISASTERS VICTIMS’ PROTECTION ASSOCIATION (Alameen) is a non -governmental organization established by a group of volunteers in Syria during the crisis in 2012 and registered in the USA, Sweden, and turkey.
IRVD) Alameen) is implementing projects through regional offices in Syria, Turkey, Lebanon, Yemen, Sudan, Iraq, Palestine, and Somalia.
Our work sectors are Health, Nutrition, Education, Food Security and Livelihoods (FSL), Protection, Shelter & Non-food items, Wash and Sanitation.
IRVD) Alameen) also manages development projects, advocates empowering civil societies and local governance.
Job Purpose
To support the Executive Director in administrative and organizational matters, ensure effective coordination between the Executive Management and the Media Office, and monitor staff attendance at the Head Office to ensure administrative discipline and smooth workflow.
Duties and Responsibilities
First: Coordination with the Executive Director
- Daily follow-up on tasks and directives issued by the Executive Director.
- Coordinating meetings, preparing agendas, and recording meeting minutes when required.
- Following up on the implementation of administrative decisions and submitting periodic progress reports.
- Managing incoming and outgoing administrative correspondence related to Executive Management.
- Organizing and managing the Executive Director’s schedule and official meetings.
- Maintaining and archiving documents and reports in accordance with approved confidentiality policies.
- Preparing periodic reports on work progress and challenges.
- Representing the Executive Director in meetings when officially delegated.
- Enhancing internal communication and building positive professional relationships.
- Performing any other duties assigned by the Executive Director within the scope of work.
Second: Media Office Follow-up
- Direct administrative coordination with the Media Office to ensure implementation of media plans in line with management directives.
- Monitoring adherence to timelines for issuing media content and reports.
- Facilitating communication between the Media Office and Executive Management without interfering in technical or creative content.
- Preparing periodic administrative reports on the performance of the Media Office.
Third: Monitoring Head Office Staff Attendance
- Monitoring daily attendance and departure of Head Office staff.
- Coordinating with the Human Resources Department regarding leaves, absences, and delays.
- Preparing monthly attendance reports and submitting them to the relevant management.
- Contributing to strengthening compliance with internal policies and regulations.
Required Qualifications
- A relevant university degree (Business Administration, Public Administration, or equivalent).
- Ability to communicate in both Arabic and English.
- At least 3 years of experience in administrative or coordination roles.
- Strong organizational skills with high attention to detail.
- Proficiency in computer use and Microsoft Office applications.
- Effective communication skills and the ability to work under pressure.
Reporting
- Reports directly to the Executive Director and work in continuous coordination with the Human Resources Department and the Media Office.
Required Values
- Commitment to humanitarian principles.
- Integrity and transparency.
- Teamwork spirit.
- Responsibility and accountability.
PROFESSIONAL STANDARDS:
The IRVD and IRVD Staff must adhere to the values and principles outlined in the IRVD Way – Standards for Professional Conduct. These are Integrity, Service, and Accountability. By these values, the IRVD enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation and Combating Trafficking in Persons.
Compliance & Ethics
Promote and encourage a culture of compliance and ethics throughout IRVD. As applicable to the position, maintains a clear understanding of IRVD and donor compliance and ethics standards and adheres to those standards. Conducts work with the highest level of integrity. Communicate these values to staff and partners and require them to adhere to them.
Prevention of Sexual Exploitation and Abuse
Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within IRVD and amongst beneficiaries served by IRVD
NB: considering the purpose and values of the organization, IRVD requests its complete employee flexibility in terms of duties and commitment, as their job description and title can be adjusted throughout the year according to needs and priorities.
How to apply
To apply for this position, kindly fill in this link:
https://form.jotform.com/232213851815957
if you have any inquiries, please contact us via: hr@Irvd.ngo
Only shortlisted candidates will be contacted.