Duty Station: Damascus, Syria (with possible travel within Syria)
Department: Operations
Reports To: Operations Coordinator
Contract Type: National Contract
Duration: Fixed-term
Background:
The Syria Education Programme II (SEP II), funded by the UK’s Foreign, Commonwealth and Development Office (FCDO) and running until 2027, provides primary school children access to quality, inclusive and sustainable education in conflict-affected areas of Northwest Syria. The project provides comprehensive support to schools and teachers, including pedagogical supervision, learning assessments, psychosocial support, and safeguarding measures. The goal is to foster hope for future generations by investing in capacity-building and models that facilitate learning.
Position Overview
The Logistics and Administrative Assistant provides administrative, logistical, and coordination support to ensure the smooth functioning of the Chemonics Tanmia office in Damascus. As the Syria office will serve as the central hub for coordination, operations, management, and support to field teams, this role is critical in maintaining efficient office operations and supporting procurement, logistics, and administrative functions.
The Logistics and Administrative Assistant will support office management, vendor coordination, procurement processes, inventory tracking, travel arrangements, and logistical support for project activities and events. The role works closely with project teams, vendors, service providers, and other stakeholders to ensure compliance with Chemonics policies and FCDO standards and regulations.
The Logistics and Administrative Assistant will adhere to and act in accordance with Chemonics’ professional code of ethics, “Living Our Values,” and will integrate these principles into the programme’s culture and operating procedures. The role will maintain professional relationships with vendors, partners, and stakeholders, disclose any potential conflicts of interest, and ensure confidentiality regarding programme activities.
Principal Duties and Responsibilities
1. Office Administration and Management
- Maintain and regularly update office utilities and office supplies trackers, including monitoring consumption levels and coordinating replenishment when required.
- Establish and maintain office management systems and filing systems for efficient operations.
- Coordinate with building management and service providers regarding office maintenance and utilities (electricity, water, internet, cleaning services).
- Supervise service vendors responsible for office cleanliness and ensure hygiene standards are maintained in office spaces, meeting rooms, kitchen, hallways, and restrooms.
- Maintain a professional and functional office environment.
- Receive visitors and incoming telephone calls and direct them appropriately.
- Receive, manage, and distribute incoming mail and packages.
- Provide refreshments and beverages to office visitors when required.
2. Logistics and Travel Coordination
- Coordinate transportation arrangements for staff movements, field visits, and official missions.
- Arrange hotel bookings and travel logistics for staff, visitors, and short-term consultants.
- Support logistical arrangements for meetings, workshops, trainings, and project events, including venue booking, catering, and transportation.
- Maintain records of travel arrangements and logistical schedules.
3. Procurement and Operations Support
- Support the development and management of vendor contracts and service agreements.
- Support the preparation and processing of procurement documentation including Procurement Action Requests (PAR), Purchase Orders, and fixed-price subcontracts.
- Supporting in tracking procurement requests and follow up with vendors to ensure timely delivery of goods and services.
- Liaise with suppliers and service providers regarding procurement and service delivery.
- Review vendor invoices and prepare payment documentation for submission to the finance team.
4. Inventory and Asset Management
- Support the inventory management team in maintaining and updating the records for all project property and equipment.
- Support in assets tracking and management processes in compliance with project procedures.
- Assist with periodic inventory verification and asset checks.
5. Administrative and Clerical Support
- Maintain and update electronic filing systems, including SharePoint folders.
- Perform administrative tasks including photocopying, scanning, mailing, printing, and document organization.
- Maintain organized electronic and physical documentation related to operations and logistics.
- Assist in preparing operational reports and documentation when required.
6. Compliance and Professional Conduct
- Ensure operations and procurement activities comply with policies and regulations.
- Maintain confidentiality and integrity of project documentation and operational information.
- Uphold Chemonics safeguarding standards and promote a safeguarding culture among staff, partners, and beneficiaries.
Qualifications and Experience
To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily.
Education
- Bachelor’s degree or diploma in Business Administration, Logistics, Supply Chain Management, or a related field.
Experience
- 2–4 years of relevant experience in administrative, logistics, or operations roles.
- Experience working on donor-funded projects or with NGOs/INGOs is an asset.
- Familiarity with procurement and logistics procedures in development programmes is desirable.
Skills and Competencies
- Strong organizational and multitasking skills.
- Ability to work independently and prioritize tasks in a fast-paced environment.
- Strong communication and interpersonal skills.
- Ability to maintain professional relationships with staff, partners, government institutions, NGOs, and vendors.
- Attention to detail and strong problem-solving skills.
- Proficiency in Microsoft Office applications (Word, Excel, Outlook) and digital document management systems.
Languages
- Fluency in Arabic is required.
- Strong written and spoken English is required.
How to apply
For interested applicants please submit your application via this link Syria Education Programme II Recruitment Application Form.