Office Management and Staff Support

Oversee and facilitate the functioning of the GOAL Office in Damascus:

• Line manages the support system functions within the Damascus office, liaise with technical line managers as needed to ensure that systems staff in Damascus have adequate support and guidance.
• Support the induction of new staff in the Damascus office, including but not limited to providing a workspace and relevant equipment.
• Oversee the smooth functioning of the office, including organising trips to meetings and airport transport for the team, ensure office and kitchen supplies are stocked, and facilitating basic day-to-day office running etc.
• Meet reporting requirements for in-country and head office requirements.

Administration and Damascus Focal Point

• Ensure that international employees and visitors receive support for visa and permit applications and securing accommodation, including attending the relevant government authorities’ offices to obtain relevant documentation for staff.
• Oversee the administrative functions of GOAL Damascus.
• Support other departments in GOAL in any meeting with stakeholders with the related departments once it requested
• Coordinate and manage the submission of GOAL’s legal documentation with the relevant authorities.

Human Resources:

• In collaboration with the HR Coordinator, coordinate recruitment for national staff as required in the Damascus office.
• In collaboration with the HR Coordinator, facilitate a comprehensive induction programme for new staff in the Damascus office.
• Work with the HR Coordinator and the Compliance team to ensure complete participation and tracking of policy training and implementation.
• In collaboration with the HR Coordinator, Act as focal point for GOAL’s online training platform and promote usage in Damascus office.

Finance:

• Follow up with suppliers and service providers for timely invoice and payment submissions.
• Verify invoices and prepare payment request forms for vendors and service providers.
• Working closely with the Finance department on submitting the monthly cash projection
• In coordination with Finance Director, complete monthly closing cash journals for both SYR and USD and cash count and send to finance office
• Liaise with the Finance Department to ensure timely payment of both office and staff accommodation as well as other payments, as necessary.

Logistics:

• Manage all GOAL premises in Damascus and ensure adequate office and residential premises are in place.
• Act as key focal point for landlords and ensure lease agreements are maintained, payments, including utility payments, are made, etc.
• Ensure the timely repair and maintenance of all Damascus premises, and ensure all work is carried out to a high standard.
• Support the relocation of premises as needed.
• Develop checklists for cleaning staff and ensure an appropriate level of cleanliness is maintained at all times in all premises.
• Ensure the regular delivery of drinking water.
• Manage assets based in Damascus, ensure staff sign for assets, complete regular asset checks and support the team to maintain the asset register.

Procurement

• In collaboration with Supply chain advisor, Initiate systems procurements as needed in collaboration/cooperation with the procurement team; guesthouse and office-related supplies, furniture and hardware as needed.
• In collaboration with Supply chain advisor, Ensure that all procurement is carried out in a timely manner and in accordance with GOALs procurement manual.
• In collaboration with Supply chain advisor, Follow up procurement charts and authorization table accordingly.

Reporting & Meetings:

• Provide weekly reports to the Systems Director, copying the Technical Coordinators on issues pertaining to systems functions.
• Provide weekly reports to the Finance team on all issues pertaining to Finance.

Other:
Any other tasks that may be assigned by the Systems Director.