Operations and Liaison Assistant

Operations and Liaison Assistant

Job Details

Job Title:                       Operations and Liaison Assistant 

Location:                                   Gaziantep

Application Deadline:                on a rolling basis (until filled)

Language Requirement:  Turkish, and English

Working Hours: 11am - 3 pm (Monday to Friday) Part Time

Salary: 25000 Turkish Lira

About İSTANBUL NAR TANESİ YARDIMLAŞMA VE DAYANIŞMA DERNEĞİ

İstanbul Nar Tanesi is a registered organization in Istanbul, Turkey, dedicated to promoting sustainable development and human rights. We support women, youth, and children by advocating for their rights and providing safe spaces. Our efforts include combating poverty, protecting environmental rights, and contributing to climate change mitigation. We offer disaster and crisis management, and educational opportunities. Our activities involve research, surveys, reports, volunteerism, and social service. Additionally, İstanbul Nar Tanesi provides life-changing medical care and reconstructive surgery for children (0-18 years) injured by disasters or unsafe conditions who cannot access or afford treatment. We support ongoing cases with medication, medical equipment, diagnostic testing, transportation, and accommodation. We also offer speech therapy, physiotherapy, psychotherapy, and mental health services through our in-house program, ensuring comprehensive care for children's well-being.

About the Role

This multifaceted position plays a key role in ensuring the smooth operation of our Gaziantep office. You will be responsible for a variety of tasks, including:

• Government Relations: Build and maintain positive relationships with various government entities, including the association's directorate, bank, provincial governments, and the mayor's office.
• Finance and Bookkeeping: Manage the association's financial expenditures, including bookkeeping, social security contributions (SGK), reporting to the legal accountant, and facilitating audits.
• Human Resources: Serve as the HR focal point for the Turkey office, handling all HR-related tasks for Turkey-based employees, from recruitment and onboarding to timesheets and capacity building.
• Office Management: Oversee office maintenance, ensuring timely repairs and functionality of utilities (electricity, gas, heating). Collaborate effectively with the Ankara office and other regional offices.
• Patient Care Logistics: Facilitate transportation for beneficiaries, book accommodation, and manage local employee travel.
• Procurement and Logistics: Identify and contract with suppliers, receive invoices and receipts, and maintain communication with hospitals and medical centers.

Responsibilities:

1. Government Relations

• Schedule and attend meetings with government representatives from the directorate, bank, provincial governments, and mayor's office.
• Maintain clear communication channels, keeping government entities informed about INARA's activities and needs.
• Advocate for INARA's mission and secure necessary permits or approvals from government agencies.
• Stay updated on relevant government regulations and policies impacting INARA's operations.
• Research and identify potential government grant opportunities.

1. Finance and Bookkeeping

• Process all financial transactions for the Gaziantep office (payments, receipts, etc.).
• Maintain accurate and up-to-date financial records according to local accounting standards.
• Calculate and submit social security contributions (SGK) for employees.
• Prepare financial reports for the legal accountant and internal stakeholders.
• Liaise with the legal accountant for any accounting queries or complex issues.
• Assist with audits by gathering and presenting necessary documentation.

1. Human Resources

• Implement HR policies and procedures for the Turkey office.
• Source, recruit, and screen qualified candidates for open positions.
• Manage the onboarding process for new employees.
• Process employee timesheets and payroll.
• Maintain employee records and files.
• Organize and conduct training programs for capacity building of Turkey-based staff.
• Address employee relations issues and concerns.

1. Office Management

• Develop and maintain a system for scheduling and tracking office maintenance requests (electricity, gas, heating, etc.).
• Coordinate with service providers to ensure timely repairs and maintenance of office equipment and facilities.
• Manage office supplies inventory and order new supplies as needed.
• Oversee office space utilization and may coordinate any necessary re-arrangements.
• Maintain a professional and organized work environment in the Gaziantep office.
• Facilitate communication and collaboration between the Gaziantep office and the Ankara office, as well as other offices.

1. Patient Care Logistics

• Research and arrange transportation options for beneficiaries based on their needs.
• Book appropriate accommodation for beneficiaries receiving medical care, considering factors like budget and medical requirements.
• Develop and manage a system for booking and tracking local travel arrangements for employees.
• Ensure all travel arrangements for beneficiaries and employees adhere to INARA's policies and budget.

1. Procurement and Logistics

• Identify and research potential suppliers for various goods and services needed by INARA's operations.
• Negotiate and finalize contracts with chosen suppliers, ensuring best value for INARA.
• Receive and process invoices and receipts for procured goods and services.
• Maintain regular communication with hospitals and medical centers, ensuring timely delivery of necessary supplies and equipment.
• Monitor inventory levels for essential supplies and initiate purchase orders when needed.

Who We Are Looking For

• University degree in a relevant field (business administration, human resources, public administration) or equivalent experience.
• Minimum 2 years of experience in a similar role, preferably within an NGO or humanitarian organization.
• Strong communication, interpersonal, and organizational skills.
• Excellent written and spoken English and Turkish.
• Proficient in MS Office Suite and ability to learn new software programs.
• Ability to work independently, manage multiple priorities, and meet deadlines.
• Meticulous attention to detail and strong problem-solving skills.
• A passion for humanitarian work and a commitment to INARA's mission.

Benefits

• Opportunity to make a real difference in the lives of children
• Work in a dynamic and international environment
• Long-term contract with possibility of extension

How to Apply

We are an equal-opportunity employer. We value diversity at our organization and encourage applications from all qualified candidates.

Please submit your CV and a cover letter mentioning "OL1124" in the subject line to [email protected]. Applications will be reviewed on a rolling basis until the position is filled.