Senior Administrative and IT Assistant

Main Job Purpose

The Administrative Assistant is responsible of ensuring that all administrative services including IT are delivered on-time, within scope and within HA policies to ensure an appropriate and convenient working condition for Gaziantep staff to perform their tasks.

Accountabilities

Key Responsibilities:

Administrative Support:

• Office Management: Oversee the day-to-day office operations, including managing supplies, scheduling meetings, and maintaining office equipment.
• Documentation: Maintain and organize both physical and digital records for admin related tasks
• Travel and Event Coordination: Manage travel arrangements (flights, hotels, visas, etc.), organize workshops, meetings, and conferences.
• Assist HR in time tracking of staff on monthly basis.
• Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories and evaluating new equipment and techniques.
• Contributes to team effort by accomplishing related results as needed.
• Prepare and follow up internal documents such as PRs, IPRs, Petty Cash, etc.
• Organizing the purchasing process to provide the Admin & IT needs with Logistics support

  IT Support:

• Technical Assistance: Provide first-line technical support for hardware, software, and network-related issues, ensuring timely troubleshooting and resolution
• System Management: Help maintain IT infrastructure, including servers, LAN/WAN, email systems, and other technical systems used by the organization guided by the technical party in headquarters
• Data Management: Support in maintaining data backups, securing sensitive information, and ensuring data protection policies are followed as per the Human Appeal guidelines
• IT Training: Assist staff in understanding and using software applications and IT tools to improve productivity in coordination with technical parties in headquarters
• Vendor Management: Coordinate with IT vendors for hardware/software purchases, repairs, and services when needed
• Regularly checking the operation's IT systems and meeting rooms systems & keeping them up to date
• Troubleshoot departmental software and hardware problems, providing training on various tools as required along with individual support to staff members with their technical problems

Communication & Coordination:

• Act as a point of contact for internal and external stakeholders on both administrative and IT matters.
• Collaborate with other departments to ensure effective coordination and support for projects and programs.
• Exhibits polite and professional communication via phone, e-mail, and mail.

Compliance & Security:

• Ensure compliance with organizational policies regarding IT and data security, confidentiality, and ethical practices.
• Assist in preparing for audits and ensuring that the organization’s admin and IT infrastructure meets necessary regulatory and security standards.

Required Skills & Qualifications:

• Education: Associate/Bachelor’s degree in relevant field or in Business Administration, IT, or a related field.
• Experience: At least 2 years of experience in a similar role, ideally within an INGO or the nonprofit sector.
• Technical Skills: Proficiency in office management tools, IT support systems, networking, hardware troubleshooting, and Microsoft Office Suite.
• Soft Skills: Strong organizational and multitasking abilities, excellent communication and interpersonal skills, attention to detail, problem-solving capabilities, and the ability to work in a fast-paced, international environment.
• Languages: Proficiency in English and Turkish.
• Must be a holder of Driver’s License

Position Relationship with Other Parties:

• Internal Relationships: All HA employees nationally in Gaziantep & Syria and Technical Staff at HQ
• External Relationships: Third Party organizations (for bookings, quotations etc.)

Work Environment:

• Ability to work in a dynamic, often multicultural environment.

• Willingness to occasionally travel, particularly if the organization has field operations or remote offices.

• This role is crucial for ensuring that both administrative and IT operations run smoothly, supporting the organization's mission and enabling its staff to focus on programmatic work.

• NB - Employee duties are not limited only to the above-mentioned accountabilities; he/she may perform other duties as assigned.

• Indoors                     : 90 %
• Outdoors                   : 10 % 
• Working Days            : 5 Working Days
• Days off                    : 2 Days Off
• Working Hours           : 08:45 AM – 5:00 PM

Job Requirements:

• A degree in related field
• Previous field experience in the humanitarian sector (I/NGO experience preferred).
• Familiarity with Protection from Sexual Exploitation and Abuse (PSEA) standards.
• Strong ability to work effectively under pressure and in challenging field conditions.
• Excellent teamwork and communication skills.
• Willingness to work in the field and flexibility to adapt to project needs.
• Good Computer skills (Outlook, Excel, Word, and Power Point). 
• Fluency in Turkish (mandatory); proficiency in English and/or Arabic is a strong asset. 

How to Apply?

Interested candidates should email their detailed CV outlining their interest and qualifications for the position, no later than October 10, 2024.

Email: hr.shm@humanappeal.org.uk

Reference Code: Senior Administrative and IT Assistant

Please send your application to the email address with the reference code.

Please note that only shortlisted candidates will be contacted.