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The Senior Administration Officer is responsible for overseeing and ensuring the smooth, efficient, and compliant management of all administrative functions in Islamic Relief offices in Damascus. The role focuses on office management, documentation, communication, and coordination activities to support effective program implementation. The Senior Administration Officer will work closely with the HR, Logistics, Finance, and Program teams, ensuring adherence to Islamic Relief Worldwide’s (IRW) policies, procedures, and donor regulations.
The Senior Administration Officer 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.
- Bachelor’s degree in business administration, or a related field.
- Minimum of 5 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 Worldwide’s mission, vision, and values, upholding the principles of social justice, compassion, and excellence.
VII. Protection and Safeguarding Awareness
- Awareness of child protection principles and safeguarding of vulnerable populations.
- Knowledge of institutional safeguarding frameworks and policies, including Prevention of Sexual Exploitation and Abuse (PSEA).
- Participation in protection-related trainings and familiarity with reporting mechanisms for misconduct or violations.
Application procedure:
- If you are reliable, service-minded, discreet, dedicated and a highly motivated professional, with a strong commitment to IRW’s values and beliefs, please apply by completing the application form from the following link before the closing date.
- Interested applicants that possess the personal specifications mentioned above may apply by completing the job application on the following link before 23th Nov 2025 at 5:00 pm. before the closing date.
- Please complete all the fields in the application link and submit it before the deadline, as any incomplete or late application will be refused.
- Submitting this application does not represent any responsibility on the organization of any kind, and the organization has the right to set standards as it deems appropriate for the job according to the information available about all applicants, and to select candidates who will attend a job interview from among the applicants by those standards.
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