Job · Dawlaty
Admin Assistant (Logistic) Damascus
At a glance
- Where
- Syria
- Closes
- Posted
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About this opportunity
Location: Syria - Damascus Reporting to: Finance and Administration Manager Position Category: Full time ESSENTIAL JOB DUTIES / SCOPE OF WORK: (Essential functions, job description,) Job Purpose: The Admin Assistant (Logistic) will support the daily administrative and logistical operations of Dawlaty's office in Syria. This role is responsible for executing procurement, logistics, and administrative tasks efficiently and in compliance with Dawlaty and donor policies, ensuring smooth operational support to the program and support teams. Key Duties and Responsibilities Administration: • Provide support for executing procurements and admin processes in line with Dawlaty and donor rules and regulations. • Assist program and support staff in creating clear and understandable Purchase Requests (PR) and other related documentation. • Collect quotations and bids from the local market for PRs as assigned by managers, following Donor/Dawlaty standards and formats. • Receive goods/services/works as per the description on the PR/Purchase Order/Contract, inspect them upon delivery, and reject inadequate, broken, lower quality, or other items not meeting order requirements. • Know the local market and available suppliers, assisting in selecting the best suppliers based on price, quality, availability, compatibility with existing supplies, and after-sales service. • Use all available communication means efficiently to contact suppliers and request quotes. • Assist in organizing and managing events and workshops, including purchasing materials, travel and accommodation arrangements, venue preparation and reservation, catering, transportation, per diems, translation, interpreters, etc. • Support the booking of flights and hotel accommodations for staff and beneficiaries for their respective travel arrangements. • Closely monitor transportation activities and related documentation. • Present procurement documents to the Finance team and ensure timely payment completion. • Ensure proper application of Dawlaty's SOPs and Travel policy. • Maintain and update Dawlaty's fixed asset register. • Ensure all Dawlaty equipment remains in good condition, including power supply, communication equipment, computers, etc. • Monitor existing office agreements and service contracts for renewal, extension, or termination, and inform the supervisor accordingly. • Maintain and update admin trackers (request tracking sheet, vendor list, etc.). • Maintain proper filing systems for procurements, vendors' lists, and other administrative documents. • Maintain and manage Dawlaty's administrative and supporting documents. • Ability to travel frequently across all Syrian governorates to provide on-site administrative, logistical, and operational support as required. Miscellaneous • Adhere to DAWLATY's and donors Policies and Procedures. • Adhere strictly to DAWLATY's Policies and Code of Conduct. • Adhere strictly to DAWLATY's Anti-Fraud policy. • Complete the due diligence process (vetting) for all vendors, suppliers, and contracts. • Inform the direct supervisor on all the developments that occur in the work through reports. • Assist in completing any other duties as required by the supervisor. • Conduct oneself professionally and personally to bring credit to Dawlaty and not jeopardize its humanitarian mission. The Admin Assistant will possess the following qualifications and experience: • University degree (Accounting, Business Management, or a related field). • Minimum 2 years' experience in Admin (Logistics and Procurement). • Excellent command of spoken and written Arabic and English. • Computer literate with good MS Office skills, particularly Excel and Google Workspace apps. • Proven ability in handling multiple tasks effectively under heavy time and work pressure while maintaining work quality. • Proven ability to plan and manage schedules, files/database, and working materials as well as to keep confidentiality of documents and information. • Well-developed communication skills, including in a cross-cultural context. • Demonstrated commitment to diversity and inclusion, particularly in a cross-cultural context.
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