Humanitarian Officer

Job Title:

Humanitarian Officer –Turkiye-Syria Emergency Response

Directorate/Cluster:

Programmes

Unit/Team:

Programmes

Grade and Salary:

C

Contract Type:

Fixed Term – 16 months

Location:

Jordan, Lebanon, Syria

Budget Holder:

Yes o No x

Reports to: (incl matrix reporting)

Direct Line Manager – Senior Humanitarian Response Manager

Matrix Line Manager – Admin Manager

Direct Reports :

n/a

Matrix Reports:

n/a

DBS (CRB) / Police Check:

Yes o No o

Background

ActionAid is responding to the humanitarian crises in Turkiye and Syria which has been classified as a Red Alert in the ActionAid Federation due to the escalating death toll of more than 50,000, with over 80,000 people injured in Türkiye and Syria. The earthquake has further exacerbated the situation for the 4.2M people in northwest Syria that were already relying on humanitarian assistance and suffering the consequences of the 12-year war.

Building on ActionAid’s existing partnerships and alliances in Turkiye and Syria, we are supporting a local partner-led humanitarian response focusing on providing immediate humanitarian relief, shelter, food and NFIs, emergency medical care, psychosocial first aid and creating safe spaces for women and girls to prevent and protect against gender-based violence.

ActionAid Arab Region (AAAR) is leading this response on behalf of the Federation with ActionAid International Humanitarian and Resilience Team (IHART) in line with ActionAid’s internal emergency classification policy.

In line with ActionAid’s humanitarian signature, target groups include the most vulnerable people, women, girls and young people.

Role Overview:

• Provision of efficient and effective administration and logistical services in the day to day office operations.
• Development, implementation and interpretation of administration, logistics and front office operations within AA Arab Region Policies.
• Processing and follow up of AAA Region staff/visitors’ visas, work permits, residency permits and passports while ensuring prompt and efficient service
• Support with office supply chain and procurement needs,
• Provision of logistical and fleet management services and coordination of internal and external events, visits, contacts, and services
• Overall Management of the Staff accommodation

Areas of Responsibilities

Key Activities

Administration

• Maintain and update all critical emergency information including essential AAI staff contacts, police contacts, health facilities contacts, insurance contacts, evacuation protocol etc.
• Custodian of all critical information and documents e.g., service contracts (vendors) lease agreements for offices, residences, local partners, NGO registration, vehicle logbooks etc. In charge of secure filing of these documents while maintaining restricted access.
• Ensure that lease contract and other necessary agreements are in place and up to date.
• Opening of official bank accounts as instructed and follow up on all related administration and processes
• Processing and follow up of AA Ukraine staff/visitors’ visas, work permits, residency permits and passports while ensuring prompt and efficient service
• Facilitation of hotel bookings, air tickets, pick up and drop off etc., as may be required for visitors
• Overseeing logistics function in the organisation including supervision of the driver
• Overseeing maintenance of fire- fighting equipment and first-aid kits
• Ensure that all utility bills are settled in time and that there are no service interruptions

Supply Chain

• Support with office supply chain needs, raising of procurement requisitions as requested by programme staff and support with administrative requests
• Compile requests for supplies and the preparation of LPOs, Purchase Orders (POs) requisitions, quotations, invoices, contracts payment requisitions, and submission to finance for payment
• Record keeping of all LPOs, RFPs, Quotations and Tender Documents
• Placing orders for goods, works and services and following up to ensure timely and accurate delivery.
• Efficient management and distribution of items kept in storage
• Maintaining central stationery and other supply stock, keep the stock register updated for verification & replenishment purposes.
• Maintain a data base of suppliers and an inventory of all office equipment

Logistics

• Ensuring response policies are followed including relating to transport
• Events management including planning and coordination of large meetings, workshops and conferences
• Provide logistical and other support for internal and external events, visits, contacts, and services (such as sourcing interpreters and translators)
• Coordinating statutory vehicle compliance
• Supervise the Driver

Other

• Implementation of the security protocol under the instructions of the safety and security lead and the organizational policies.
• Implementation and respect the internal policies of the organization, with particular importance the SHEA and safeguarding policies.
• Ensure all staff and partners are inducted on sexual exploitation and abuse and safeguarding standards, including setting up clear reporting channels for feedback and complaints on child protection, safeguarding and PSEA.

PERSON SPECIFICATIONS

Education and Qualifications

Degree/diploma in Business Administration or equivalent qualification plus mentioned experience. Professional certificates desired.

Essential Skills, Knowledge & Experience

• At least three years’ experience in Administration (experience of working with an International NGO an advantage)
• Ability to multi task and prioritise, keeping track and following up on required tasks
• Good communication and collaboration skills with excellent people skills, being able to effectively serve and work with a diverse and multi-cultural team.
• Proven experience and knowledge of operational admin, policies & procedures.
• Experience of working in stressful environments
• Proven ability to communicate effectively both internally and externally, both orally and in writing.
• Initiative and active problem-solving skills.
• A self-starter, requiring little supervision to prioritise tasks and produce high-quality work under pressure
• Experience of working in a diverse team and build good relationships with people at all levels and cross-culturally
• An ability to absorb and analyse information
• Excellent inter-personal and problem-solving skills and diplomacy
• Proven ability to work with government authorities, NGOs, development agencies and community groups.
• A strong commitment to AA’s vision, mission and values, especially the rights-based approach and the principles of equal opportunity as outlined in ActionAid’s Code of Conduct. A strong commitment to embedding feminist leadership and ActionAid’s humanitarian signature.
• A strong commitment to adhering to and promoting ActionAid’s approach to Sexual Harassment, Exploitation, and Abuse and other Safeguarding concerns (including child abuse and abuse of adults at-risk)
• Understanding of and commitment to women’s and young people’s rights and cultural sensitivity.
• Understanding of and commitment to humanitarian principles and minimum standards for crisis and disaster response, including the NGO/Red Cross Code of Conduct, Sphere Standards, Core Humanitarian Standard, ActionAid’s human security in emergencies and conflict strategy and approach, and security policy and procedures.
• A commitment to the importance of downward accountability to rights-holders and transparency in humanitarian response.

Language requirements

• Excellent command of the English & Arabic language both verbal and written.

People Management Responsibity

Approximate number of people managed in total

1- Team members

Individual contributor, no direct responsibility
for leading others.

No

1.5

Act as mentor in a team and /or coordinating a team

No

2- Team Leader

Coaches team members (at least three) in skills; leads, schedules, allocates and monitors work

No

2.5

Responsible for one team with its own and has another team reporting directly

No

3- Team managers:

Directs more than one team;

No

The postions direct multiple teams, each of which has a team leader in charge; determines team structure and roles of members

No