JOB SUMMARY

Admin Assistant in Damascus plays a vital role in facilitating communication between stakeholders, managing logistics and supply chain operations, supporting HR and finance functions, and ensuring compliance with organizational and local policies.

This position requires strong organizational, communication, and problem-solving skills to support MedGlobal's humanitarian mission effectively.

Key Responsibilities:

Liaison Support: 20%
Coordination:
Serve as the primary point of contact between the Health Sector team and local authorities, partners, and other stakeholders.
Facilitate effective communication to ensure smooth implementation of health-related projects and activities.
Documentation and Approvals:
Assist in preparing and submitting official documents for project approvals, permits, and compliance with local regulations.
Follow up with relevant authorities to ensure timely processing of approvals and other necessary documentation.
Stakeholder Engagement:
Represent the organization in meetings with local authorities, community leaders, and partner organizations when needed.
Build and maintain strong working relationships with all stakeholders.
Supply Chain Support: 40%
Logistic Management:
Assist in the procurement, transportation, and delivery of medical supplies, equipment, and other health-related resources.
Maintain accurate inventory records and ensure timely replenishment of stock.
Operational Support:
Coordinate the logistics for health program activities, including workshops, training sessions, and field visits.
Ensure proper maintenance and readiness of vehicles and equipment used in health sector operations.
Reporting:
Prepare regular reports on logistic activities, challenges, and solutions.
Ensure accurate documentation of deliveries, inventory, and other logistic operations.
HR Support 30%
organizing employee files and ensuring their completion, preservation, confidentiality and archiving electronically and on paper - organizing and updating the employee database on an ongoing basis - archiving - sending and receiving emails
Doing the necessary duly for the recurring periodic work (organizing the staff schedule - payroll schedules - work schedules - work assignments - vacations) and submitting them to the direct manager
Assisting with day-to-day operations of the HR functions and duties
Any another HR duties determined by HR Coordinator
Finance Support 10%
Follow up expenses in accordance with the plans approved by the Program Department according to the budget approved by the Donor.
Facilitate all transactions and operations related to banking.
Ensure timely payments of bills, taxes, rents, and cash withdrawals with accurate
Scan and archive expenditure documents and upload them on drive, and securely transmit them to the accountant monthly
Preparing all payment vouchers for all payments, bank
Qualifications and Requirements

Education: Bachelor’s degree. Relevant experience may be considered in lieu of a degree.
Experience: At least 2-3 years of experience in logistics, liaison, or related roles, preferably within the health sector or humanitarian context.
Language Skills: Fluency in English and Arabic (written and spoken).
Technical Skills:
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
Familiarity with supply chain and logistics management software is an advantage.
Soft Skills:
Strong communication and interpersonal skills.
Excellent organizational and time management abilities.
Ability to work effectively under pressure and meet deadlines.
Other Requirements:
Knowledge of the local context and regulations in Damascus.
A valid driver’s license is an asset.
Key Competencies

Strong problem-solving and analytical skills.
Ability to multitask and prioritize tasks effectively.
High level of integrity and commitment to organizational values.
Team-oriented mindset with the ability to work independently.

Please send your resume/CV