Ihsan for Relief and Development Job Vacancy: Admin Officer - Gaziantep, Turkey

Vacancy Code : VAC / 0071
Job Title: Admin Officer
Job Code: NOS
Department: HR & Admin
Report to
HR & Admin Manager
Number of Reports: 4
Job Grade: G4
Job Purpose
To manages and executes administrative support activities associated with the office, to serves as principle point of administrative contact and liaison with external vendors/suppliers, and to guarantee the excellence of administrative services provided to IhsanRD staff.
Key Responsibilities
Attendance System:
  • Follow-up with regular working hours, holidays, and paid/sick leaves for all employees on the IhsanRD attendance system.
  • Manage employees’ paid leaves the pay leave log, in coordination with line managers.
  • Prepare weekly, and monthly attendance report.
  • Follow up with office managers on their staff attendance.
  • Handle paid leaves, sick leaves applications submitted from IhsanRD departments
  • Draft and circulate confirmed announcement about administrative instructions, and public holidays.

Administrative Services:
  • Serve as the first point of contact for general HR enquiries from staff, and ensure all enquiries are dealt with in a timely manner with good customer service maintained at all times.
  • Handle incoming and outgoing post addressed to the HR department.
  • Distribute all safety instructions and related amendments to all IhsanRD staff.
  • Check the validity of first aid kit, fire extinguishers and/or other safety equipment in coordination with IhsanRD safety and health procedure.
  • Report on any work injuries incidents in IhsanRD office, and Syria offices.
  • To maintain and update staff records, both electronically and paper-based, to ensure accurate records are maintained, filed safely and securely and archived as necessary.
  • Prepares daily schedule for IhsanRD vehicles, and follow-up with drivers to make sure the plan is executed as planned.
  • Prepare monthly reports on vehicles expenses, and movements.
  • Follow-up on maintenance requests, and regular check-ups with drivers.
  • Mange all administrative payments such as offices rents, utilities bills, and transfer/pay invoices received by HR and Admin department.
  • Follow-up with office boys/ janitors to maintain the daily cleaning schedule of all internal areas of IhsanRD office.
  • Introduce IhsanRD administrative services to all newly recruits.

Administrative Procurement:
  • Handle all office procurement in accordance with IhsanRD applicable procurement procedure.
  • Process purchase requisitions/orders within purchasing as per IhsanRD procedure and policy.
  • Invite, assess, and award/recommend supplier tenders, bids, quotations, and proposals.
  • Establish and negotiate contract terms and conditions, and maintain supplier relationships
  • Prepare and maintain purchasing records, reports and price lists.
  • Work with internal and external stakeholders to determine procurement needs, quality, and delivery requirements.
  • Assist in the development of specifications for equipment, materials, and services to be purchased
  • Administer contract performance, including delivery, receipt, warranty, damages and insurance
  • Comply with and maintain knowledge of IhsdanRD applicable rules, legislation, regulations, standards, and best practices.
Note: the above mentioned key responsibilities/accountabilities are illustrative ones. Another future responsibilities/accountabilities may be assigned to the job depending on the department organizational chart.

Qualification (Education/Work Experience)
  • Diploma degree in business administration, Information Technology or related fields.
  • Five years of professional experience in HR, administration, IT, or related fields. Including one year supervisory experience.
  • Good level in English, Arabic, and Turkish is required

  • Bachelor degree in business administration, Information Technology or related fields.
  • More than seven years of professional experience in in HR, administration, IT, or related fields. Including three years supervisory or managerial experience.
  • Advanced level of both English, Arabic, and Turkish.
  • Core & Managerial Competencies

Core Competencies:
  • Communication
  • Teamwork
  • Planning and Organizing
  • Accountability
  • Creativity
  • Client Orientation
  • Commitment to Continuous Learning
  • Technological Awareness.

Supervisor/Managerial Competencies:
  • Leadership
  • Building Trust
  • Vision
  • Managing Performance
  • Empowering Others
  • Judgment/Decision-making.

Technical Competencies:
  • Computer skills (Microsoft Word, Excel, Access, Outlook, SharePoint).
  • Experience in working with NGO’s.
  • Knowledge of Cloud Computing.
  • Knowledge of writing SOP’s.

In case you meet the requirements and that you are interested in the position, please send your CV in English in addition to three professional references with some personal information before the 22th Oct 2016.