Job ID
48304
Job Title
Admin Assistant
To work for
Islamic relief Worldwide - Syria Office
Country
Syria
City
Damascus
Field of Work
Administrative - Procurement/Logistics/Delivery
Job Type
Full time
Military service
Not Specified
Minimum Education Level
Bachelor/ License Degree
Responsibilities
Job Summary
The Administration Assistant is responsible for ensuring the effective, efficient, and compliant management of administrative operations within Islamic Relief’s Damascus Office. The role supports smooth coordination across HR, logistics, finance, and program departments, ensuring all administrative systems and processes function effectively. The postholder will oversee office administration, asset management, travel coordination, and communication systems, providing timely administrative support to facilitate operational and program delivery in accordance with Islamic Relief’s policies, procedures, and donor requirements.
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Key Responsibilities and Tasks
Office Administration & Coordination
• Manage the day-to-day administrative operations of the Damascus office, ensuring all operational needs are met effectively and on time.
• Prepare, review, and process administrative forms, letters, memos, and other official correspondence for internal and external communication.
• Oversee office supplies, stationery, and equipment inventory, ensuring proper tracking, control, and timely replenishment.
• Support the organization of meetings, workshops, and training sessions, including venue booking, materials preparation, and coordination with participants.
• Maintain the office environment, facilities, and equipment, ensuring timely maintenance and repairs through service providers.
• Coordinate staff and visitor travel arrangements, including transport, accommodation, and logistics support.
• Facilitate onboarding of new employees in collaboration with the HR team (workspace preparation, welcome kits, and orientation schedules).
• Liaise with procurement and logistics teams to ensure the timely delivery of goods and services related to administrative operations.
• Maintain and update fixed asset records, coordinating with logistics for tagging, verification, and reporting.
• Ensure all administrative activities comply with Islamic Relief’s internal policies, local laws, and donor requirements.
• Perform any other duties or responsibilities assigned by the supervisor to support operational efficiency.
The Administration Assistant is responsible for ensuring the effective, efficient, and compliant management of administrative operations within Islamic Relief’s Damascus Office. The role supports smooth coordination across HR, logistics, finance, and program departments, ensuring all administrative systems and processes function effectively. The postholder will oversee office administration, asset management, travel coordination, and communication systems, providing timely administrative support to facilitate operational and program delivery in accordance with Islamic Relief’s policies, procedures, and donor requirements.
________________________________________
Key Responsibilities and Tasks
Office Administration & Coordination
• Manage the day-to-day administrative operations of the Damascus office, ensuring all operational needs are met effectively and on time.
• Prepare, review, and process administrative forms, letters, memos, and other official correspondence for internal and external communication.
• Oversee office supplies, stationery, and equipment inventory, ensuring proper tracking, control, and timely replenishment.
• Support the organization of meetings, workshops, and training sessions, including venue booking, materials preparation, and coordination with participants.
• Maintain the office environment, facilities, and equipment, ensuring timely maintenance and repairs through service providers.
• Coordinate staff and visitor travel arrangements, including transport, accommodation, and logistics support.
• Facilitate onboarding of new employees in collaboration with the HR team (workspace preparation, welcome kits, and orientation schedules).
• Liaise with procurement and logistics teams to ensure the timely delivery of goods and services related to administrative operations.
• Maintain and update fixed asset records, coordinating with logistics for tagging, verification, and reporting.
• Ensure all administrative activities comply with Islamic Relief’s internal policies, local laws, and donor requirements.
• Perform any other duties or responsibilities assigned by the supervisor to support operational efficiency.
Qualifications
Essential Qualifications & Experience
• Bachelor’s degree in business administration, or a related field.
• Minimum of 2 years of progressively responsible administrative experience, preferably in an INGO or humanitarian organization.
• Demonstrated experience in office management, travel coordination, and administrative systems.
• Strong proficiency in Microsoft Office applications (Excel, Word, Outlook) and general IT literacy.
• Excellent command of English and Arabic (written and spoken).
• Extensive knowledge of Damascus city, including a strong network of local service providers, authorities, and vendors, enabling effective operational support.
Competencies
• Demonstrates strong leadership, coordination, and organizational abilities, fostering teamwork and effective communication across departments.
• Strong understanding of organizational systems, accountability frameworks, and internal administrative controls.
• Proven ability to manage multiple priorities, meet deadlines, and maintain quality under pressure in a dynamic work environment.
• Excellent planning, problem-solving, and time management skills with keen attention to detail.
• Strong interpersonal and communication skills with the ability to build and sustain positive working relationships at all levels.
• Proactive, dependable, and solutions-oriented, demonstrating initiative and adaptability to evolving operational demands.
• Ability to work independently with minimal supervision, maintaining discretion and confidentiality.
• Analytical and results-focused, able to translate administrative and operational challenges into practical solutions.
• Calm under pressure, flexible, and able to respond professionally to unexpected changes or challenges.
• Demonstrates capacity to work effectively in complex or high-pressure humanitarian environments.
________________________________________
Personal Attributes
• Honest, trustworthy, and committed to ethical and transparent practices in all administrative operations.
• Respectful, flexible, and culturally sensitive, capable of managing relationships with diverse teams and external partners.
• Demonstrates integrity, accountability, and professionalism in communication and decision-making.
• Proactive, analytical, and detail-oriented, maintaining high standards of accuracy and consistency.
• Strong interpersonal and communication skills to foster collaboration across finance, logistics, HR, and program units.
• Culturally aware and sensitive, demonstrating diplomacy and respect in all interactions.
• Adaptable and resilient, with the ability to manage competing priorities while maintaining focus on results.
• Fully committed to Islamic Relief Syria mission, vision, and values, upholding the principles of social justice, compassion, and excellence.
• Bachelor’s degree in business administration, or a related field.
• Minimum of 2 years of progressively responsible administrative experience, preferably in an INGO or humanitarian organization.
• Demonstrated experience in office management, travel coordination, and administrative systems.
• Strong proficiency in Microsoft Office applications (Excel, Word, Outlook) and general IT literacy.
• Excellent command of English and Arabic (written and spoken).
• Extensive knowledge of Damascus city, including a strong network of local service providers, authorities, and vendors, enabling effective operational support.
Competencies
• Demonstrates strong leadership, coordination, and organizational abilities, fostering teamwork and effective communication across departments.
• Strong understanding of organizational systems, accountability frameworks, and internal administrative controls.
• Proven ability to manage multiple priorities, meet deadlines, and maintain quality under pressure in a dynamic work environment.
• Excellent planning, problem-solving, and time management skills with keen attention to detail.
• Strong interpersonal and communication skills with the ability to build and sustain positive working relationships at all levels.
• Proactive, dependable, and solutions-oriented, demonstrating initiative and adaptability to evolving operational demands.
• Ability to work independently with minimal supervision, maintaining discretion and confidentiality.
• Analytical and results-focused, able to translate administrative and operational challenges into practical solutions.
• Calm under pressure, flexible, and able to respond professionally to unexpected changes or challenges.
• Demonstrates capacity to work effectively in complex or high-pressure humanitarian environments.
________________________________________
Personal Attributes
• Honest, trustworthy, and committed to ethical and transparent practices in all administrative operations.
• Respectful, flexible, and culturally sensitive, capable of managing relationships with diverse teams and external partners.
• Demonstrates integrity, accountability, and professionalism in communication and decision-making.
• Proactive, analytical, and detail-oriented, maintaining high standards of accuracy and consistency.
• Strong interpersonal and communication skills to foster collaboration across finance, logistics, HR, and program units.
• Culturally aware and sensitive, demonstrating diplomacy and respect in all interactions.
• Adaptable and resilient, with the ability to manage competing priorities while maintaining focus on results.
• Fully committed to Islamic Relief Syria mission, vision, and values, upholding the principles of social justice, compassion, and excellence.
Specific Vacancy Requirements
CVs will be reviewed on a rolling basis, and candidates may be shortlisted and contacted prior to the closing date. Automated classification completed.
Salary and Benefits
as per our salary scale
About us
Islamic Relief Worldwide is registered, voluntary and nonprofit relief organization.
As an independent humanitarian and development organization, Islamic Relief has been serving humanity since 1984. With an active presence in over 40 countries across the globe, we strive to make the world a better and fairer place for the three billion people still living in poverty.
Inspired by our Islamic faith, we envisage a caring world where communities are empowered, social obligations are fulfilled and people respond as one to the suffering of others.
As an independent humanitarian and development organization, Islamic Relief has been serving humanity since 1984. With an active presence in over 40 countries across the globe, we strive to make the world a better and fairer place for the three billion people still living in poverty.
Inspired by our Islamic faith, we envisage a caring world where communities are empowered, social obligations are fulfilled and people respond as one to the suffering of others.
Required employees number
1
Posted On
May 07, 2026
Expiry Date
Jun 06, 2026
