Executive Assistant

Who we are?

IDA is an international independent non-governmental organization providing medical and humanitarian assistance to people affected by conflicts, natural disasters and epidemics regardless of race, religion, gender or political affiliation.
IDA was founded in 2012 by Syrian doctors from Aleppo in response to the healthcare and humanitarian crisis in Syria.

IDA Syria is the main healthcare provider in the Northern Aleppo/Syria area, working closely with 500,000 IDPs and 700,000 host community through 20 healthcare facility and other health and nutrition projects

During last year, IDA has provided 1.2 million services in Heath, Nutrition, WaSH and Camp Management

Specific responsibilities:

These responsibilities will be the same for all positions with the same title.

1. Roles and responsibilities

• Support and assist the General Director in day-to-day activities, ensuring the smooth functioning of the office.
• Manage and maintain the General Director's schedule, calendar, and diaries, and arrange appointments and meetings.
• Prepare agendas, take minutes, and distribute meeting materials, ensuring effective communication and follow-up.
• Conduct research and compile information as requested by the General Director to facilitate decision-making.
• Act as a liaison between departments, colleagues, and external stakeholders, ensuring effective and timely communication.
• Assist in coordinating and communicating with internal and external stakeholders, fostering positive relationships and partnerships.
• Draft, edit, and proofread correspondence, reports, presentations, and other documents in both Arabic and English. Managing all incoming & outgoing correspondence & dissemination of information as appropriate.
• Organize and manage travel arrangements, itineraries, and logistics for the General Director and other staff members as needed.
• Develop and maintain relationships with local, Arab and international media outlets, in particular inside Syria
  Monitor social media trends and conversations relevant to the organization's work
• Monitor media coverage and report on relevant news and trends
• Handle confidential and sensitive information with integrity and discretion.
• Assist in organizing internal events, workshops, and conferences, managing logistics and coordinating with relevant parties.
• Assist in organizing and coordinating board meetings, conferences, and workshops, ensuring timely logistics and support.
• Maintain office supplies, equipment, and records, ensuring a well-organized and tidy workspace.
• Stay updated with industry trends, best practices, and relevant regulations to provide informed support.
• Support the General Director in managing and executing various strategic initiatives, programs, and projects.
• Prepare and review documents, reports, and presentations for the General Director, ensuring accuracy and clarity.
• Conduct translations from Arabic to English and vice versa for the General Director, ensuring accuracy and maintaining confidentiality.
• Update and maintain records, files, archives, and databases, ensuring easy retrieval of information when needed.
• Arrange, schedule and attend, when necessary, General Director Office’s meetings with Donors, Stakeholders, Board of Directors, etc. Prepare and distribute background materials as needed. Take minutes, finalize, and distribute approved versions and report on proceedings to absent members, as requested.

1. Competencies

Competencies are important for the employee and the organization to deliver desired results. They are relevant for all staff and are divided into the following two categories:

1. Professional competencies

These are skills, knowledge and experience that are important for effective performance.

Qualifications and Skills for this position:

• Bachelor's degree in a relevant field (such as Business Administration, International Relations, or a related discipline).
• Proven experience in a leadership role, preferably within the nonprofit or humanitarian sector with at least 3 years in a similar position.
• Excellent written and verbal communication skills in both Arabic and English, with strong translation abilities.
• Demonstrated ability to effectively support and assist senior executives, maintaining confidentiality and discretion.
• Strong organizational and time management skills, with the ability to handle multiple tasks and prioritize effectively.
• Proficiency in using office software (e.g., MS Office, project management tools) and familiarity with translation software is beneficial.
• Excellent interpersonal and relationship-building skills, the ability to collaborate with diverse stakeholders, with the ability to build relationships and collaborate effectively with stakeholders.
• Strategic thinking, problem-solving abilities, and the ability to make sound judgments under pressure.
• Flexibility, adaptability, and the ability to work in a fast-paced and multicultural environment.

Context/specific skills, knowledge and experience:

• Knowledge of the context in Northwest Syria
• Good standing and reputation in the community
• Experience in working with local and international partners.

2. Behavioural competencies (max 6)

These are personal qualities that influence how successful people are in their job, the following are essential for this position:

• Planning and delivering results
• Working with people
• Communicating with impact and respect
• Handling insecure environments

Independent Doctors Association does not tolerate sexual exploitation and abuse, and committed to acting professionally and ethically.
Independent Doctors Association is zero tolerable with any SEA case, IDA is creating the best environment to make sure that all staff have understood SEA and how to report in case there is any suspected case