GAZİANTEP/ TURKEY

+90 533 132 83 79

Admin Assistant

Location: Gaziantep, Turkey

Work Type: Full-time

Number of Vacancies: 1

Application Deadline: 10.07.2023

Position Overview:

Administrative assistant supports a humanitarian response organization by handling documentation tasks and providing general administrative, logistic, HR, and finance support (Operation departments)
Essential Duties:
• HR Policies and Procedures
• Finance Policy
• Capacity and Career Development
• Records Management
• Administrative Support
• Reporting
• Other related tasks

Responsibilities:

HR Policies & Procedures

  • Assist in ensuring the implementation of MASAR HD policies for the national staff (administrative formalities, recruitment process, contracts, individual files, briefing of new employees, confidentiality of HR information, etc.);
  • Ensures the general HR administration procedures are in place.
  • Supports the line managers for any Administrative and HR issues.
  • Organize HR information meetings to introduce and explain policies being implemented.

      Announce and explain amendments, regulations, policies, or procedures

Recruitment

  • Participate in the recruitment process in accordance with MASAR HD values and policy.
  • Provide support to field team when required.
  • Conduct emergency recruitment processes as requested by line manager.

Capacity & Career Development

  • Identify training and development needs within an organization through job analysis, staff appraisals and regular consultation with line managers.
  • Analyzing training needs in conjunction with line managers.

Planning, directing, and delivering staff inductions, to accomplish the organization’s goals

Record Management

  • Assist in operation files and records Management.
  • Process, verify, and maintain personnel related documentation, including staffing/recruitment, training, grievances, performance evaluations and employee attendance, leaves and absence.
  • Verify attendance, hours worked, and pay adjustments, and post information onto designated records.
  • Gather personnel records from other departments or employees.
  • Distribute and collect payrolls each month.
  • Establish files in the computerized system.
  • Ensure that updated MASAR HD code of conduct, conditions on employment, procedure alert abuses, MASAR HD Regulations, HR templates and policies, etc. are updated and posted on the board in the office.

Administrative Support

  • Assist international staff for registration at Official Institutions in GZT; and other cities, if necessary.
  • In close coordination with the HR and Admin Department, ensure legal compliance with Health and Safety law.
  • In close coordination with Admin Department, ensure legal compliance towards Official Institutions (Authorization, submission of Legal documents etc…)
  • Disseminate legal information to the Coordination members

Reporting

  • Develop report on Training and Capacity Development plan and its implementation.
  • Contribute to operation monthly reporting.
  • Provide regular reporting on activities to the Line Manager, upon his/her solicitation.
  • Contribute to Develop the operation policies regarding the context in Turkey and Syria.
  • Provide a mission report and/or handover document at the end of contract.

Other Related Tasks

  • Provide assistance to any member of the operation team, if requested.
  • Participate in internal work meetings.
  • Report any security related issues to the line manager.
  • Support operational organization of field trips and MASAR HD programs.
  • Verbal and written translation whenever needed.
  • Assist in any other tasks related to the position, as required by MASAR HD Management.

Compliance & Ethics
Promote and encourage a culture of compliance and ethics throughout MASAR HD. As applicable to the position, maintains a clear understanding of MASAR HD 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 MASAR HD and amongst beneficiaries served by MASAR HD.

NB: considering the purpose and values of the organization, MASAR HD requests to its employee complete flexibility in term of duties and commitment, as their job description and job title can be adjusted throughout the year according to needs and priorities.

Expected profile
Education & Qualification

  • Bachelor’s degree in relevant subject is required

Professional experience

  • Minimum 2  years practical experience in operation departments
  • Experience in leadership and motivational skills.
  • Previous international personal or professional experience would be a plus.

Skills and qualities required.

  • Proficient use of Microsoft Office (Word, Excel, Outlook) and/or other software.
  • Ability to work under pressure and handle stressful situations.
  • Interpersonal skills and able to communicate with people at all levels, motivate others and change people’s attitudes when necessary.
  • Organized and ability to manage priorities.
  • Proactive approach to identifying solutions.
  • Professionalism
  • Team spirit
  • Sense of humour
  • Willing to live and work in challenging conditions.

Languages

  • Required: Arabic & English (oral and written);
  • Preferred: Turkish

To Apply via the following link:

https://forms.gle/EdC3dns77DN1fPGKA

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