Job Title
HLF Syria Administration Officer
Field of Work
HR/QM - Administrative
Minimum Education Level
Bachelor/ License Degree
Responsibilities
Set-Up Phase
Support the establishment of administrative, HR, and procurement filing systems, including staff files, supplier records, folder structures, documentation templates and tracking tools as defined by the Procurement and HR Manager.
Assist in the coordination and implementation of project kick-off meetings, staff onboarding and partner orientation sessions, (including scheduling, venues and documentation) in close consultation with the Procurement and/or the HR Manager.
Implementation Phase
Maintain accurate administrative records, correspondence, meeting minutes, and filing systems, contributing to complete and audit-ready documentation.
Assist in the coordination of travel and logistical arrangements and accommodation for project monitoring visits, meetings and training.
Prepare and maintain the Help asset list, team custody notes and other administrative inventories.
Undertake other relevant administrative tasks assigned by the Procurement and/or HR Manager or other relevant departments.
Human Ressources Support
Support with day-to-day HR operations: recruitment, onboarding, contract administration, personnel file management and staff offboarding.
Support in maintaining HR records, including contracts, certificates, timesheets, and staff lists, ensuring confidentiality and compliance with organisational policies.
Monitor contract end dates, leave balances, and HR documentation, and notify the HR Manager of upcoming deadlines or documentation gaps.
Assist in organizing and implementing staff training, onboarding sessions and capacity strengthening activities.
Assist in compiling monthly and annual HR reports and documentation required for management and donor reporting.
Support HR-related partner workshops and capacity-strengthening sessions.
Procurement Support
Support procurement administration by organizing purchase requests and orders, maintaining procurement trackers, filing procurement documentation and flagging outstanding actions to the Procurement Manager.
Provide assistance to the Procurement Manager by organising meetings, tracking documentation deadlines, maintaining records, and other procurement-related tasks.
Support procurement-related partner workshops and capacity-strengthening sessions.
Compliance, Audit and Risk Management
Maintain complete, organized, and audit-ready administrative, procurement and HR records, and compile documentation requested during internal or external audits.
Support compliance reviews by retrieving documentation, preparing checklists and following outstanding administrative requirements.
Qualifications
Education:
Higher education or completed vocational training in Business Administration, Human Resources, Procurement/Supply Chain Management, or a related field.
Experience:
Minimum of 2-3 years of relevant professional experience in administration, HR, procurement or operations support, ideally in a humanitarian, development, or NGO context.
Experience working with local partner organisations or partnership-based implementation models is highly desirable.
Experience in conflict-affected or operationally constrained settings is highly desirable.
Skills and Competencies:
Strong communication and organisational skills with the ability to manage multiple administrative, HR, and procurement processes and deadlines simultaneously.
Strong attention to detail and ability to maintain accurate documentation.
Ability to work independently and collaboratively within diverse, cross-functional teams, including virtual working environments.
Fluency in English and Arabic, both written and spoken.
Willingness and availability to travel regularly within Syria, as required.
The organization has zero tolerance for abuse, exploitation, and all forms of misconduct. The position holder is expected to uphold the highest standards of integrity, accountability, and safeguarding in all professional interactions.
Specific Vacancy Requirements
The HLF Administration Officer supports the effective implementation of administrative, human resources, procurement and operational support functions within the HLF Syria programme. The position ensures the timely and compliant execution of administrative processes, HR documentation, procurement requests, logistics coordination and general office administration in accordance with Help policies, donor requirements and applicable operational standards.
The HLF Administration Officer works closely with the HR Manager, Procurement Manager, and, where applicable, with partner organisations to ensure the efficient delivery of administrative and operational support services. The role is responsible for maintaining accurate documentation, facilitating day-to-day administrative processes and ensuring compliance with organisational procedures and internal controls.
The role requires strong organizational and communication skills, attention to detail, sound professional judgement, and the ability to manage routine administrative processes independently while adhering to established procedures.
Salary and Benefits
The announcement will be ended on 14.08.2026
Required employees number
1