Senior Officer – Support Services (Syria Country Program)

Background/IRC Summary:

The Syria crisis is often described as the worst humanitarian catastrophe since the end of the Cold War. Today, 13.4 million people in Syria – more than half of the country's population – are in need of humanitarian assistance with needs increasingly being exacerbated by economic decline. Of these, 6.8 million are refugees and asylum-seekers who have fled the country. This is no short-term humanitarian episode. The devastating human consequences to huge numbers of people will endure for decades. The destruction of relationships, communities, livelihoods, homes and infrastructure will take years to repair.

IRC is offering a robust humanitarian response to the Syria crisis a rapidly expanding portfolio, supported by more than 1000+ staff in Syria Country Program. IRC is undertaking programs in Syria and the neighboring countries of Turkey, Iraq, Lebanon and Jordan in the fields of health, child protection, early childhood development, education, women’s protection and empowerment, non-food items and food distribution, cash assistance, water and sanitation, protection and rule of law, and livelihood programming. Our work in these challenging settings gives rise to some of the most pressing issues facing contemporary humanitarian action, including questions of access, security, funding and coordination.

Job Overview/Summary:

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

Job Requirements:

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.

Language:

• English and Arabic language proficiency is a must.

Professional Standards: IRC staff must adhere to the values and principles outlined in IRC Way – Global Standards for Professional Conduct. These are Integrity, Service, Accountability and Equality. In accordance with these values, IRC operates and carries out policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-Workplace Harassment, Respect at Work Fiscal Integrity, and Anti-Retaliation.

Returning National Candidates: We strongly encourage national or returning national candidates to apply for this position. If you are a citizen of the Country in which this position is based and are currently located outside of your home country and possess over two years of international work experience, the Middle East Region has introduced an attractive remuneration package. The package includes competitive compensation, return flight to post, shipping allowance, temporary housing and a relocation allowance. Certain restrictions may apply. IRC strives to attract, motivate and retain qualified national staff in our programs.

Accountability to Clients: IRC staff must adhere to the commitment of contributing to the sustainability and development of its (CR) Client Responsiveness Mechanisms, preserving the culture of prioritizing the needs of our clients and affected communities by systematically listening to their perspectives and using their feedback to make programmatic decisions and give them greater influence over program design and delivery.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

Diversity and Inclusion: at IRC MENA, we are passionate about creating an inclusive workplace that promotes and values diversity. Organizations that are diverse in age, gender identity, race, sexual orientation, physical or mental ability, ethnicity, nationality, and perspective are validated to be better organizations. More importantly, creating a safe workspace environment where everyone, from any background, can do their best is the right thing to do. So, bring your whole self to work.

IRC is committed to creating a diverse, inclusive, respectful and safe work environment where all persons are treated fairly, with dignity and respect. In keeping with our core values of Integrity, Service, Accountability and Equality, IRC strives to maintain a work environment built on mutual respect in which all individuals treat each other professionally, and free of bias, prejudice, and harassment. IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of IRC Persons in any work setting. All IRC staff, wherever they are located, are accountable for creating an environment free of discrimination, harassment, bullying, and retaliation.

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