Senior Officer – Support Services

30 أكتوبر، 2022

0 2 2 دقائق

The Senior Officer – Support Services is responsible for a wide range of administrative and office support services for the Syria Country Program. He/She will maintain excellent management and communications systems to enable the Syria Senior Management Team to perform at the highest possible levels. The position reports to the Deputy Director – Operations and works closely with Syria Country Director, and all other SMT members.

Responsibilities:

Administrative

Provide office management support to the Syria Country Program Senior Management Team, inclusive of general office organization, monitoring and maintaining office supplies, handling mail and shipments and filing system as required.
Organize all inter-departmental meetings inclusive of coordinating and setting agendas, taking notes and following up on action plans as required.
Follow up on travel details, visas, accommodations, and coordinate schedules for visitors to the Amman office as required and in liaison with SSU. In addition to liaising for office maintenance.
To lead on implementing office upgrades and decorations, arranging office layout and furniture arrangement according to Syria CP requirements.
Support the Senior Management Team in preparing payment requests and reimbursements for travels and expenses.
Gracefully and diplomatically represent IRC internally and externally when needed.
Maintain a Syria CP Calendar of events – both external and internal.
Arrange for booking venues and preparation work for events such as QSMT and all staff meetings.

Communications

Maintain and update the country program’s (CP) external contact list as well as the internal CP mailing lists.
Under the direction of SMT members, support with written communication, both in Arabic and English.
Under the direction of SMT members, translate selected material from English to Arabic and vice versa as required.
Support in the preparation of internal communication as requested by the Syria Country Director and Syria Senior Management Team.
Support in preparing video telecommunication with field staff, sending invites and arranging venues as needed.

Project Management

Oversee office space planning and serve as a liaison with the Support Services Unit and other departments to plan and organize effective office space.
Identify gaps and manage systems/ process improvement to enhance the efficiency of country inter-departmental work.
Under the direction of the Syria Country Director, assist with other departmental needs and special projects.

Key Working Relationships:

Position Reports to Deputy Director Operations
Position directly supervises: N/A
Other Internal and/or external contacts:

Internal:

Syria Country Director and all Syria CP Senior Management Team members
Frequent contact SSU, Turkey Representative and Field Directors NES and NWS

Qualifications:

Education: Bachelor’s degree in Business Administration or any related field.
Work Experience: 3- 4 years of experience in a similar role, preferably working in INGO environment

Demonstrated Skills and Competencies:

Strong communication and interpersonal skills: demonstrated ability to work effectively across and within a large, complex non-profit organization, both laterally and vertically, and diplomatically communicate with a variety of people in a multi-cultural environment;
Excellent organizational skills: the ability to work independently in a fast-paced, detail-oriented environment and efficiently organize the workflow of a fast-paced team;
Proven attention to details: the ability to track and process multiple details simultaneously and accurately;
Solid writing and editing skills: the ability to draft and edit professional documents and correspondence in both English and Arabic;
Strong visual skills: the ability to assist with preparation of charts and graphs in Excel and PowerPoint;
Flexible work attitude: the ability to work productively in a team environment and independently;
Trustworthy with an ability in maintaining confidential information;
Strong computer skills: ability to work effectively and accurately with MS Outlook, Word, Excel, PowerPoint, and to adapt to new applications.

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