Job posting: Administrative Assistant
Organization: MRI Research and Development (MRD)
Job Title: Administrative Assistant
Location: Damascus, Syria Employment
Type: Full-time
Department: Administration and Operations
Reporting to: Human Resources and Administration Officer
Responsibilities: 50% Human Resources – 50% Logistics and Finance
About the organization
Mary Research and Development (MRD) is a licensed non-profit organization that works to support peace and development and enhance the capacities of civil society, through the implementation of programs and projects in the areas of protection, health and psychosocial support, livelihoods, food security, water and sanitation, peacebuilding, civic dialogue, and building the capacities of civil society organizations.
MRD announces its desire to hire an Admin Assistant to join its office in Damascus, and to contribute to supporting the office’s human resources, administration, logistics and daily financial operations.
Job purpose
The job holder will be responsible for providing administrative and operational support to the office, with approximately 50% of working time allocated to human resources tasks and 50% to logistical, financial, and administrative tasks .
The job holder is expected to work closely with the Human Resources, Administration, Finance and Programs departments, and ensure that administrative procedures are implemented in accordance with the organization’s policies and procedures and donor requirements.
Main tasks and responsibilities
First: Human Resources Tasks – 50%
- Providing daily support to the Human Resources department in implementing employee-related procedures and processes.
- Assistance with recruitment procedures, including posting job advertisements, receiving and sorting job applications, and coordinating interviews and tests.
- Preparing and monitoring employee files, ensuring the completion of required documents, and storing them in an organized and confidential manner.
- Update employee records and human resources databases periodically.
- Assistance in tracking attendance, departures, leaves, permissions and other employee-related records.
- Assistance in preparing and following up on employment contracts, amendments, job offers and other human resources documents.
- Supporting the onboarding process for new employees and ensuring the completion of joining procedures and familiarization with internal policies and procedures.
- Assistance in preparing correspondence, certificates and documents related to employees when needed.
- Supporting training and development activities, including logistical coordination and keeping participation records.
- Assistance in preparing periodic human resources reports and compiling the required data.
- Ensuring the confidentiality of employee information, documents, and data related to human resources.
- Providing any other support in the field of human resources as directed by the direct manager.
Second: Logistical and administrative tasks – 30%
- Providing daily support for administrative and logistical operations at the Damascus office.
- Assistance in tracking the office’s needs for stationery, materials, and office supplies.
- Monitoring inventory and assets and ensuring that their records are up-to-date.
- Assistance with procurement procedures in accordance with the organization’s policies and procedures.
- Collect price quotes and required documents from suppliers and assist in following up on purchasing processes.
- Monitoring the services, maintenance, and operational needs of the office.
- Organizing and storing administrative and logistical documents in an organized and easily accessible manner.
- Assistance with logistical arrangements for meetings, training sessions, events, and visits.
- Coordination with suppliers and service providers when needed.
- Performing any other administrative or logistical tasks assigned by the direct manager.
Third: Financial tasks – 20%
- Providing administrative support to the finance department in the office’s daily operations.
- Assistance in preparing and collecting the required financial documents and paperwork.
- Assistance in tracking invoices, receipts, and supporting documentation for payments.
- Organizing and archiving financial documents according to approved procedures.
- Assistance in tracking operating expenses and related documentation.
- Coordination with the finance department regarding the completion of the documents required for administrative and financial operations.
- Assistance in entering and compiling basic financial data when needed, without assuming advanced accounting responsibilities.
- Support any other financial and administrative tasks within the job level and in accordance with the instructions of the direct supervisor.
Required qualifications and experience
- A university degree or associate’s degree in business administration, human resources, accounting, management, or any related field.
- At least one year of practical experience in management, human resources or operations, preferably in NGOs or non-profit organizations.
- Good knowledge of the fundamentals of human resource management and administrative procedures.
- Good knowledge of the basics of financial operations, document management, invoices, and expenses.
- Good skills in using Microsoft Office programs, especially Word and Excel.
- The ability to organize files, records, and data accurately.
- Good communication and teamwork skills.
- The ability to manage multiple tasks simultaneously and prioritize them.
- Adherence to professional confidentiality, especially with regard to employee data and financial information.
- The ability to work in a dynamic environment and under pressure when needed.
- Adherence to the principles of humanitarian action, the code of conduct, and the organization’s internal policies and procedures.
Preferred skills
- Previous experience working for a non-governmental organization or civil society organization.
- Experience in using human resources systems or software.
- Good knowledge of procurement and logistics procedures.
- Good skills in preparing Excel spreadsheets and organizing data.
- Proficiency in English is an added advantage.
MRD is committed to the principles of equal opportunity and non-discrimination, and encourages all qualified candidates to apply for the position.
How to apply
Apply now
https://forms.gle/6qQ9Wfb4LkQaFxxs9