Admin Assistant (Logistic) Damascus

Location: Syria - Damascus

Reporting to: Finance and Administration Manager

Position Category: Full time

ESSENTIAL JOB DUTIES / SCOPE OF WORK: (Essential functions, job description,)

Job Purpose:

The Admin Assistant (Logistic) will support the daily administrative and logistical operations of Dawlaty's office in Syria. This role is responsible for executing procurement, logistics, and administrative tasks efficiently and in compliance with Dawlaty and donor policies, ensuring smooth operational support to the program and support teams.

Key Duties and Responsibilities

Administration:

1. Provide support for executing procurements and admin processes in line with Dawlaty and donor rules and regulations.
2. Assist program and support staff in creating clear and understandable Purchase Requests (PR) and other related documentation.
3. Collect quotations and bids from the local market for PRs as assigned by managers, following Donor/Dawlaty standards and formats.
4. Receive goods/services/works as per the description on the PR/Purchase Order/Contract, inspect them upon delivery, and reject inadequate, broken, lower quality, or other items not meeting order requirements.
5. Know the local market and available suppliers, assisting in selecting the best suppliers based on price, quality, availability, compatibility with existing supplies, and after-sales service.
6. Use all available communication means efficiently to contact suppliers and request quotes.
7. Assist in organizing and managing events and workshops, including purchasing materials, travel and accommodation arrangements, venue preparation and reservation, catering, transportation, per diems, translation, interpreters, etc.
8. Support the booking of flights and hotel accommodations for staff and beneficiaries for their respective travel arrangements.
9. Closely monitor transportation activities and related documentation.
10. Present procurement documents to the Finance team and ensure timely payment completion.
11. Ensure proper application of Dawlaty's SOPs and Travel policy.
12. Maintain and update Dawlaty's fixed asset register.
13. Ensure all Dawlaty equipment remains in good condition, including power supply, communication equipment, computers, etc.
14. Monitor existing office agreements and service contracts for renewal, extension, or termination, and inform the supervisor accordingly.
15. Maintain and update admin trackers (request tracking sheet, vendor list, etc.).
16. Maintain proper filing systems for procurements, vendors' lists, and other administrative documents.
17. Maintain and manage Dawlaty's administrative and supporting documents.
18. Ability to travel frequently across all Syrian governorates to provide on-site administrative, logistical, and operational support as required.

Miscellaneous

1. Adhere to DAWLATY's and donors Policies and Procedures.
2. Adhere strictly to DAWLATY's Policies and Code of Conduct.
3. Adhere strictly to DAWLATY's Anti-Fraud policy.
4. Complete the due diligence process (vetting) for all vendors, suppliers, and contracts.
5. Inform the direct supervisor on all the developments that occur in the work through reports.
6. Assist in completing any other duties as required by the supervisor.
7. Conduct oneself professionally and personally to bring credit to Dawlaty and not jeopardize its humanitarian mission.

Required Qualifications:

The Admin Assistant will possess the following qualifications and experience:

• University degree (Accounting, Business Management, or a related field).
• Minimum 2 years' experience in Admin (Logistics and Procurement).
• Excellent command of spoken and written Arabic and English.
• Computer literate with good MS Office skills, particularly Excel and Google Workspace apps.
• Proven ability in handling multiple tasks effectively under heavy time and work pressure while maintaining work quality.
• Proven ability to plan and manage schedules, files/database, and working materials as well as to keep confidentiality of documents and information.
• Well-developed communication skills, including in a cross-cultural context.
• Demonstrated commitment to diversity and inclusion, particularly in a cross-cultural context.

Desirable:

• I/NGO & donor relations/awards experience is highly desirable.
• Experience with an international organization will be an advantage.

Skills and Competencies:

• Willingness to learn and develop professionally.
• Friendly and approachable demeanor.
• High integrity with a proven ability to follow standards and policies.
• Meticulous, with a keen attention to detail.
• Dedicated to ensuring the protection of DAWLATY's beneficiaries.
• Strong sense of responsibility and integrity.
• Commitment to humanitarian principles and values.

DISCLAIMER

Dawlaty is an equal-opportunity employer. We highly respect and value diversity and ensure that all qualified applicants receive consideration based on required experience and capabilities regardless of their race, color, gender, sexual orientation, age, ethnicity, religion, disability, or marital status. All Dawlaty contractors are prohibited from engaging in any form of discrimination, harassment, exploitation, or abuse (physical, sexual, emotional, or verbal) or in any other way to breach the rights of others to thrive in a safe and supportive environment. We consider Humanitarian Principles an integral part of our work. We are fully committed to promoting the recognition of human rights, especially safeguarding children, women, and adults at risk. We are accountable to those in the communities we serve and as such. As our responsibility to ensure that, as an organization, we do not contribute in any way to harming or exposing those communities to further risk. Dawlaty applies zero tolerance to any act of exploitation, abuse, harassment, and discrimination in every aspect of its work. Therefore, as part of our Contracting process, a range of pre-Contracting checks/screenings will be conducted in conformity with Dawlaty’s Safeguarding Policies.