Description
HAMAP-Humanitaire is seeking a qualified and motivated Admin and Logistics Assistant to support the establishment and day-to-day functioning of its operations in Syria, contributing to the effective implementation of its humanitarian mine action programme.

The Admin and Logistics Assistant will be responsible for providing administrative and logistical support to HAMAP-Humanitaire’s activities in Syria, including office administration, procurement, asset and inventory management, travel and accommodation arrangements, and logistical support to programme activities. The position will ensure that administrative and logistics processes are carried out efficiently, transparently, and in accordance with HAMAP-Humanitaire’s internal policies, donor requirements, and applicable national regulations.

Under the direct supervision of the Country Coordinator in Syria, the Admin and Logistics Assistant will support the operational needs of the country office and project teams, facilitating the timely provision of goods, services, and administrative arrangements necessary for programme implementation.

As HAMAP-Humanitaire establishes its operational presence in Syria, the position will also contribute to setting up and maintaining administrative and logistics systems, ensuring proper documentation and recordkeeping, supporting the establishment of supplier and service provider networks, and strengthening the effectiveness and accountability of support functions.

Hierarchical and organizational links:

Reports to: Country Coordinator in Syria

Technical reporting line: Regional Support Services Manager for Middle East

Coordinates with: Regional Finance Officer, programme and technical teams, Regional Security Coordinator, HQ support departments, local implementing partners, suppliers, and service providers.

Objective 1: Administration and Office Management

To ensure the efficient functioning of HAMAP-Humanitaire’s operations in Syria through effective administrative support, office management, coordination of travel and accommodation arrangements, and maintenance of administrative records and documentation. Contribute to the establishment and implementation of administrative procedures and systems in compliance with HAMAP-Humanitaire’s internal policies and applicable national regulations.

Objective 2: Procurement, Logistics and Asset Management

To ensure the timely, transparent, and cost-effective procurement and delivery of goods and services required for HAMAP-Humanitaire’s operations and project activities in Syria. Support procurement planning, supplier management, purchasing processes, logistics coordination, and the effective management of organisational assets, equipment, and supplies, ensuring compliance with internal procedures, donor requirements, and established approval mechanisms.

Objective 3: Operational Support and Compliance

To facilitate effective programme implementation through timely administrative and logistical support to project teams, field activities, training sessions, meetings, and local implementing partners. Ensure accurate documentation, proper recordkeeping, and adherence to organisational and donor requirements, while identifying operational challenges and contributing to the strengthening of administrative and logistics systems and procedures.

Main responsibilities
Administration and Office Management

Support the establishment and daily administration of HAMAP-Humanitaire’s office in Syria, ensuring the availability of necessary supplies, equipment, and services.
Coordinate office maintenance, utilities, rental arrangements, and service contracts, including follow-up with relevant service providers.
Organise travel arrangements for national and international staff, including flights, accommodation, local transportation, and support with visa and residency procedures.
Maintain administrative records, contracts, official correspondence, and filing systems, ensuring proper documentation and archiving.
Support administrative and legal formalities related to HAMAP-Humanitaire’s registration and operations in Syria, in coordination with relevant staff and legal advisors.
Assist with administrative arrangements for staff onboarding, meetings, workshops, and other organisational activities.
Coordinate the use of the office vehicle and the driver's daily activities, ensuring proper scheduling of movements, regular completion of vehicle logbooks, and timely follow-up on maintenance, fuel consumption, and other vehicle-related requirements in accordance with HAMAP-Humanitaire’s procedures.
Perform other administrative duties as reasonably assigned by the Country Coordinator or Regional Support Functions Manager.
Procurement and Logistics

Support procurement planning and process purchases in accordance with HAMAP-Humanitaire’s procedures, donor requirements, and established approval mechanisms.
Prepare and process procurement documentation, including Purchase Requests (PRs), Requests for Quotations (RFQs), quotation analysis, Purchase Orders (POs), and Goods Received Notes (GRNs).
Identify suppliers, collect quotations, conduct basic market assessments, and maintain an updated supplier database.
Follow up with suppliers to ensure timely delivery of goods and services, verifying receipt against approved specifications and orders.
Maintain complete procurement files and ensure that all required approvals, invoices, and supporting documents are properly recorded and archived.
Coordinate transportation and delivery of goods, equipment, and supplies to project locations or implementing partners as required.
Asset and Inventory Management

Maintain updated asset and inventory registers, ensuring proper labelling, tracking, and documentation of organisational equipment and supplies.
Monitor office supplies and stock levels, coordinating replenishment as needed.
Conduct periodic physical inventory checks and report discrepancies.
Coordinate equipment maintenance, repairs, transfers, and disposal in accordance with organisational procedures.
Programme Support and Coordination

Provide logistical and administrative support for project activities, field missions, assessments, training sessions, and meetings.
Coordinate with programme teams and local implementing partners to identify and address operational and logistical requirements.
Support the logistical arrangements for activities implemented under the consortium project, ensuring timely availability of required materials and services.
Liaise with the Country Coordinator, Regional Support Functions Manager, and Regional Finance Officer on administrative, procurement, and logistics matters.
Identify and report operational challenges, procurement delays, or compliance issues, and support their resolution within established procedures.
Risk Management and Authority
The Admin and Logistics Assistant is responsible for identifying and reporting administrative, procurement, and logistics-related risks and ensuring that activities are carried out in accordance with HAMAP-Humanitaire’s internal procedures, donor requirements, and applicable national regulations.

The position supports the implementation of internal controls, maintains appropriate documentation, and reports any irregularities or compliance concerns to the Country Coordinator in Syria and the Regional Support Functions Manager for Middle East.

Limits of the Role
Unless specifically delegated and authorised, the Admin and Logistics Assistant shall not:

Approve procurement, expenditure, payments, or contractual commitments outside the established delegation of authority.
Enter into contracts or make financial or legal commitments on behalf of HAMAP-Humanitaire.
Independently select suppliers or award contracts without following established procurement and approval procedures
Waive procurement requirements, bypass approval mechanisms, or accept incomplete supporting documentation.
Perform incompatible duties that would compromise segregation of duties or internal controls.
Required competencies and qualifications
Qualifications and Experience
Education

Bachelor’s degree in Administration, Logistics, Supply Chain Management, Business Administration, or a related field.
A professional relevant qualification or certification would be an asset.
Experience

Minimum of 2 years of relevant professional experience in administration, logistics, procurement, or office support within an NGO.
Demonstrated experience in procurement processes, supplier coordination, and administrative and logistics operations.
Experience in asset management, inventory tracking, travel arrangements, and administrative documentation.
Good understanding of procurement procedures, internal controls, and donor compliance requirements.
Previous experience in humanitarian mine action programmes would be an asset.
Required Skills
Behavioral

Demonstrates integrity, accountability and professionalism, taking responsibility for decisions and responding constructively to feedback.
Plans and prioritises work effectively, anticipates risks and takes initiative to achieve high-quality results within established deadlines.
Works collaboratively with colleagues, local partners and other stakeholders, contributing to a constructive and respectful working environment.
Communicates clearly and effectively and builds positive working relationships across different functions, cultures and operational contexts.
Promotes continuous learning, knowledge sharing and improvement, and supports the development and performance of others.
Demonstrates adaptability and sound judgement when working across multiple countries and in changing operational environments.
Promotes a working environment free from discrimination, harassment, retaliation, sexual exploitation and abuse, and upholds HAMAP-Humanitaire’s safeguarding and PSEA principles.
Promotes inclusion and equal participation and considers gender and diversity perspectives in the performance of responsibilities.
Technical

Good understanding of administrative procedures, procurement processes, and logistics coordination.
Ability to prepare and maintain procurement documentation, including PRs, RFQs, quotation comparisons, POs, and GRNs.
Ability to maintain accurate administrative records, procurement files, and asset and inventory registers.
Good organisational skills and ability to coordinate multiple administrative and logistical requests.
Proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook.
Good understanding of procurement ethics, transparency, and segregation of duties.
Languages
Fluency in Arabic, both written and spoken, is required.
Good working knowledge of English, both written and spoken, is required.
Knowledge of French would be an asset.

Please send your resume/CV