Human Resources & Administrative Coordinator

Takaful Al Sham (TAS) has been responding to the Syrian crisis since 2012 and to the Refugee Response in Türkiye since 2013. TAS works in Education, Early Recovery, Food Security, Livelihood & Empowerment, WASH, Protection, Shelter, CCCM, and Emergency Response, where TAS has implemented successfully more than 130 projects in Direct partnership with Institutional donors, UN Agencies, and INGOs such as; BHA, SCHF, UNICEF, WFP, UNDP, IOM, CARE, GOAL, Save the Children, Global Communities, World Vision, DRC, WHH, Archenova, Chemonics. Seeking to save lives and alleviate human suffering through collaborative, local, and sustainable relief and development assistance, TAS believes that empowerment of women, adolescents, youth, and those who are physically and mentally challenged engage and become proactive in their communities through socio-economic sustainability, development and durable solutions, for a brighter future.

TAS considers the teamwork and continuous learning values as actual institutional values that it applies in all departments by working to create the best work environment and encourage employees to continuously develop their capabilities.
 

Job Title: Human Resources & Administrative Coordinator

Job Code: HR - TR - CO - 034

Number of vacancies: 1 

Application start date: 18-Feb-2025

Application closure date: 24-Feb-2025

Availability to start: As soon as possible.

Turkish Nationality is an Advantage.

Role Purpose:

The Human Resources & Administrative Coordinator is responsible for overseeing and implementing HR and administrative functions across TAS operations in both Turkey and Syria. This includes managing recruitment, employee relations, payroll, and compliance with labor laws and organizational policies in both locations. In addition to monitoring and implementing the employee development and training plan, as well as overseeing the annual performance evaluation process to ensure continuous professional growth and alignment with organizational goals.

The role also ensures smooth office administration, coordination of HR processes, and facilitation of a positive work environment. By providing strategic and operational HR support, the coordinator plays a key role in maintaining a well-structured, efficient, and compliant workplace while supporting staff development and organizational growth.

Functional and Organizational Relationships:

The HR & Administrative Coordinator reports directly to the Finance and Administration Director and works closely with department heads, project managers, and field teams to ensure HR and administrative processes align with operational needs in Turkey and Syria. The role requires close coordination with the Finance Department on payroll, employee benefits, and compliance matters, as well as collaboration with HR Officers and Assistants to maintain consistency across locations. Additionally, the coordinator provides support and guidance to employees and team leaders on HR policies and workplace concerns. Externally, the position involves liaising with government authorities, labor offices, and social security institutions to ensure legal compliance, as well as engaging with legal advisors, auditors, and consultants on HR-related matters. The coordinator also interacts with I/NGO networks, HR working groups, and external partners to stay informed on industry best practices and regulatory changes, while managing relationships with health insurance providers, recruitment agencies, and training institutions to support employee services and professional development.

KEY RESPONSIBILITIES

1. Human Resources Management:

1. Supervise and provide guidance on the implementation of HR policies and procedures in compliance with organizational regulations and labor laws in Turkey and Syria.
2. Oversee the recruitment process, ensuring that job advertisements, candidate screening, interviews, and hiring decisions align with organizational needs and policies, as well as donors policies and requirements.
3. Ensure proper contract management, including contract preparation, renewal, and termination, while ensuring compliance with labor laws.
4. Supervise and support HR staff in maintaining employee records and databases, ensuring confidentiality and accuracy.
5. Oversee the attendance, leave tracking, and time management systems, ensuring proper documentation and compliance with policies.
6. Administer payroll processes in collaboration with the Finance Department, ensuring salaries, benefits, and deductions are accurately processed.
7. Handle employee relations and conflict resolution, addressing workplace issues in coordination with management.
8. Develop and implement performance management systems, coordinating performance evaluations and feedback processes.
9. Identify staff training and development needs and coordinate capacity-building programs to enhance employee skills.
10. Ensure compliance with labor laws, social security, and tax regulations in both Turkey and Syria.
11. Apply for work permit and residency applications for expatriate employees as needed.

2. Administration & Office Management:

1. Oversee daily office administration to ensure smooth HR and administrative operations.
2. Supervise logistical and administrative support for training sessions, meetings, and organizational events.
3. Ensure adherence to workplace safety and security policies in alignment with organizational standards.
4. Oversee record-keeping and document management, ensuring accessibility and organization.
5. Supervise procurement processes related to office supplies, equipment, and service contracts to support daily operations.
6. Provide support for internal and external audits related to HR and administrative functions.
7. Ensure compliance with child safeguarding and protection principles in all communication and media materials.

3. Coordination & Reporting:

1. Prepare monthly, quarterly, and annual HR reports for senior management, donors, and relevant stakeholders.
2. Provide guidance to employees on HR policies, organizational values, and professional ethics.
3. Represent the organization in HR coordination meetings, NGO forums, and relevant working groups.
4. Ensure effective communication and coordination with external stakeholders such as government agencies, legal consultants, and partner organizations.

4. Team Management in Turkey and Field Team:

1. Oversee team coordination and task delegation, ensuring effective collaboration between office and field staff. And organize regular team meetings to assess progress, discuss challenges, and align priorities.
2. Monitor and evaluate team performance, providing continuous feedback to ensure goals are met and quality standards are maintained.
3. Provide guidance and support to team members, ensuring adherence to organizational policies, health, and safety standards.
4. Facilitate training and development opportunities, ensuring teams are well-equipped with the skills and knowledge to perform their tasks efficiently.

5. The HR & Administrative Coordinator will also be responsible for:

1. Adhering to the organization's code of conduct.
2. Ensuring that accountability and safeguarding procedures are adhered to and followed, and that any observation is reported.
3. Respecting and applying all principles of protection from sexual exploitation and abuse and the child protection policy, and the obligation to report any incident of sexual exploitation or abuse or any breach of the protection policy.
4. Adhering to all Takaful Al Sham organization policies and abiding by administrative orders and disciplinary procedures in the event of any violations.
5. A pledge to abide by the zero-tolerance policy adopted by the Takaful Al Sham organization in cases of sexual exploitation and abuse, and immediate reporting in the event of any violation in this regard.
6. Executing any other tasks assigned to him/her by the line manager within the scope of work.

Note:Female candidates are highly encouraged to apply for this position.

Takaful Al-sham is committed to achieving workforce diversity in terms of gender, nationality, and culture. Individuals from minority groups, indigenous groups, and persons with disabilities are equally encouraged to apply.

All employees must abide by the standards of professional conduct and adhere to the policies and procedures followed in Takaful Al-Sham and adhere to humanitarian and relief standards and principles.

Takaful Al-sham's employees and volunteers are obligated not to practice sexual exploitation and abuse, in exchange for the services they provide, in addition to assuming their responsibilities to protect children from harm and abuse and to ensure a safe environment for them, and to work to create a safe work environment for everyone free from any form of harassment, abuse, exploitation or misconduct during work that diminishes the dignity and safety of the volunteer or employee.

Interested candidates can apply via the following link:

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