JOB TITLE – ADMINISTRATIVE ASSISTANT

BASED IN DAMASCUS

DEADLINE : 24 JULY 2020 TYPE OF CONTRACT/DURATION : EMPLOYMENT CONTRACT / 6 MONTHS NO OF REQUIRED EMPLOYEES : 1 SALARY: AS PREMIERE URGENCE INTERNATIONALE (PUI) SYRIA MISSION SALARY SCALE

BASED: DAMASCUS ABOUT PUI IN SYRIA The current operational strategy for Premiere Urgence Internationale (PUI) in Syria is to alleviate the human suffering of the Syrian people in Syria by delivering sound, needs-based humanitarian assistance, while promoting a life-sustaining response. PUI's positioning on, shelter, education, livelihoods, and WaSH sectors remain a priority. Based on ten years of experience conducting humanitarian operations in Syria, supporting Iraqi refugees and lately Syrians affected by the crisis, PUI has played an important role in responding to the needs of the population within nine governorates (Aleppo, Damascus, Rural Damascus, Homs, Hama, Tartous, Lattakia & Deraa ) and through the following interventions: - Rehabilitation of collective and private shelters - Rehabilitation of infrastructure - Emergency and Early Recovery WASH interventions - Education support for conflict-affected populations (remedial classes, school rehabilitation, free exam preparations, summer class activities, community based initiatives and psycho social support), - Enhancement of the Population of Syria self-reliance through livelihoods (vocational training course, provision of a professional tool kit ((PTK)) GENERAL OBJECTIVE

The Administrative Assistant provides administrative assistance in liaison communications, HR & Administrative part. RESPONSIBILITIES AND TASKS

1- Focal point of the Liaison communication activities - Ensure the communication and cooperation between all departments under the Complaince

Manager Supervision - Prepare the correspondences with SARC: drafting, translating, filing, archiving, updating the

Correspondence Tracking List and ensure communicating SARC Feedback with the concerned departments.

- Daily follow up with SARC in regards to all correspondences. - Tracking of the correspondences with other Authorities and preparation upon requests - Ensure the translation of the correspondences. - Provide the Compliance Manager daily follow up - Ensure providing authorities with requested reports on time.

2- Follow up on Administrative activities: - Follow up with local authorities regarding the approvals for the rental premises (Including

Expatriates Guess House & Office) - Monitoring the Cleaners work and attendance, and the organizing cleaning supplies upon the

office needs in regards to storage, weekly inventory and use follow up. - ensure the relation with the administration of the Hotels.

JOB TITLE – ADMINISTRATIVE ASSISTANT

BASED IN DAMASCUS

- Ensure Travel Approval Requests (TA’s) are being filled and archived as instructed - Participates in the events Organization (Workshops, Lunches, Meetings, Open Day…) - Preparation of the policies and reports related to Admin Dept, in addition to other documents

such as guidelines and instructions. - Translation of PUI Documents. - Attend some meetings (especially general or Adm. & Fin. meetings) in order to take and record

minutes, and then transcribe, and distribute them - In Charge of PUI Success stories/ newsletter upon request - Prepare internal Memos as per Compliance Manager request, sharing and filing them

3- Procurement Emphasized Tasks: - Assist in the Maintenance and the systematic update of PUI’s Pre-Qualified Supplier/Service

Provider/Contractor Lists with all discretion and fairness.

4- Follow up on HR activities in regards to: Expatriates issues:

- Request and follow up VISA, VISA Renewals and Residency permissions - Resume translation and follow up on licensed translations for Expats documents. - Preparation of time sheet (Expat Attendance / Google doc) - Organizing and archiving all personnel documents of the expats file

5- Organize and Maintain Archiving - Follow up, Arrange and maintain the general filing system and filing all correspondences

6- Others - Any other work related task and asked by the Line Manager.

Qualification: - Language skills: Advanced to Fluent Level of English language - Education degree: Bachelor Degree in BA or English Literature or a relevant field - Work experience: Minimum 1-year experience in a similar position. Relevant admin experience

with INGOs will be highly appreciated - Computer Skills:Intermediate to Excellent level in using MS Office (including Word, Excel,

Outlook, PowerPoint), - Technical skills: Advanced level in writing official correspondences and translation

Specific Vacancy Requirements: - Good communication skills - Diplomacy & Organizational Skills - Ability to perform routine and repetitive clerical work in accordance with office procedures and

practices - Ability to complete multiple tasks in a timely manner. - Ability to work under pressure

Dear Applicante,

JOB TITLE – ADMINISTRATIVE ASSISTANT

BASED IN DAMASCUS

To apply for this Vacancy, please copy below link: https://docs.google.com/forms/d/e/1FAIpQLSdv31SCFaVA1dQIV3zscPcCowLuzMCMM9lV0OEgdPlbNbZnIg/viewform If the link above dose not work by clicking on it, please copy and paste it in the browser address bar . PLEASE NOTE THAT THE PRIORITY WILL BE FOR THE APPLICANTS WHO WILL APPLY BY 08TH OF JULY 2020.