Hierarchical & Functional links

Based in Istanbul, the Administrative and HR Officer is directly responsible to the Logistics, Administrative & HR Coordinator.

The Administrative and HR Officer does not directly supervise any staff.

Status:Fixed-term contract

Expected Starting Date: ASAP

EXPECTED PROFILE

Knowledge & Qualification

· Bachelor's degree in Law, Public Administration, Business Administration, Human Resources or a related field;

· Additional certification or training in association law, administrative law or HR is an asset;

Experience

· Minimum 3 years of relevant administrative/HR and/or operational experience in an association, foundation or civil society organisation;

· Practical knowledge of Provincial Directorate of Associations procedures, annual declaration processes and association register-keeping;

· Prior experience in an NGO or humanitarian sector organisation is an asset;

Languages

· Fluent Turkish (written and spoken); working level English; Arabic is an advantage;

IT & Equipment

· Good proficiency with Microsoft package

Skills and Qualities required:

· Proficient in MS Office (Word, Excel, Outlook);

· Strong attention to detail, ability to manage multiple tasks simultaneously and effective time management;

· Capacity to handle confidential and sensitive information with a high degree of professional integrity;

· Good interpersonal and communication skills; ability to work effectively in a multicultural team environment;

· Commitment to DDD Code of Conduct and humanitarian principles;

RESPONSIBILITIES

Main Responsibilities

· Association Legal Compliance & Reporting

· Association Registers & Official Records

· Notifications and Official Correspondence

· Office and Administrative Management

· Human Resources Support

· Reporting

· Other related tasks

Function details

A. ASSOCIATION AFFAIRS & LEGAL COMPLIANCE

A.1 Association Legislation & Provincial Directorate of Associations

· Follow up and fulfil all legal obligations of the Association in accordance with Law No. 5253 on Associations and related regulations;

· Conduct official correspondence with the Provincial Directorate of Associations (İl Dernekler Müdürlüğü); manage applications and follow up on responses;

· Coordinate and maintain up-to-date registration, activity and declaration obligations of the Association;

· Follow up and complete permit and notification procedures related to foreign national employees and acceptance of foreign donations/aid;

· Manage the formal processes and registration procedures relating to amendments to the Association's constitution (tüzük);

· Prepare for and support inspections conducted by the Provincial Directorate of Associations; ensure all registers and documents are complete and compliant;

A.2 Association Registers & Official Books

· Maintain the Member Register (Üye Kayıt Defteri) accurately and up to date; record all membership admissions and exits in accordance with applicable regulations;

· Keep the Decision Register (Karar Defteri) for Board of Directors and General Assembly decisions; ensure all decisions are recorded, signed, and dated in proper form;

· Maintain the Incoming/Outgoing Correspondence Register (Evrak Kayıt Defteri) systematically and on a current basis;

· Maintain the Fixed Assets and Inventory Register (Demirbaş ve Envanter Defteri); update movable property records in line with legal requirements;

· Manage the Operating Account Register or General Ledger and the Receipt Register (Alındı Belgesi Kayıt Defteri) in coordination with the finance unit;

· Ensure notarisation, active use period and closing procedures for all registers are completed in a timely manner;

A.3 Notifications & Official Reporting

· Coordinate the preparation of the Annual Association Declaration (Dernek Beyannamesi) and submit it to the Provincial Directorate of Associations by the end of April each year;

· Notify the Provincial Directorate of Associations of any changes to the Board of Directors and Supervisory Board within the statutory deadlines;

· Submit notifications related to General Assembly meetings within the legally required timeframes (15 days prior to and 30 days following the meeting);

· Submit notifications regarding foreign donations and aid to the relevant civil authority (mülki idare amirliği) within 30 days of receipt;

· Monitor and fulfil specific notification obligations relating to projects and activities (e.g. acquisition of immovable property, opening of branches, etc.);

A.4 General Assembly & Board of Directors Processes

· Coordinate agenda preparation, invitation letters and meeting logistics for Board of Directors meetings;

· Record Board of Directors decisions in the Decision Register in proper form and communicate them to relevant parties;

· Organise General Assembly meetings in compliance with applicable regulations (venue, agenda, invitations, minutes, election procedures);

· Prepare General Assembly minutes and the General Assembly Outcome Declaration (Genel Kurul Sonuç Bildirgesi) and submit them to the competent authorities

B. OFFICE & ADMINISTRATIVE MANAGEMENT

B.1 Office Management

· Ensure the smooth day-to-day functioning of the office; monitor and manage office supplies, equipment and maintenance needs;

· Handle correspondence and coordination with office suppliers and service providers;

· Establish and maintain physical and digital filing systems; ensure all incoming and outgoing correspondence is properly recorded and archived;

· Monitor rental agreements, service contracts and other office-related arrangements;

· Support visitor reception, meeting organisation and travel logistics;

B.2 Procurement & Fixed Assets

· Conduct quotation-based procurement processes for office needs in accordance with DDD procedures;

· Keep fixed asset records up to date; carry out periodic inventory counts;

· Prepare supporting documentation for supplier payments and submit to the finance unit;

B.3 Legal & Administrative Compliance

· Monitor timely payment of recurring invoices (rent, utilities, internet, etc.);

· Handle administrative correspondence with building management, municipalities and other public authorities;

Ensure the validity and proper archiving of official permits, licences and documents related to the office;

C. HUMAN RESOURCES SUPPORT

C.1 Personnel Administration

· Maintain personnel files (employment contracts, personal documents, SGK registrations) in a complete and up-to-date manner;

· Coordinate employment entry and exit formalities (SGK notifications, contract preparation, onboarding);

· Maintain the leave tracking system; manage annual leave, sick leave and other absence records;

· Provide data and administrative support for the monthly payroll preparation process; communicate payroll changes to the Log/Admin & HR Coordinator;

C.2 Recruitment Support

· Support recruitment processes including posting vacancy announcements, tracking applications and managing candidate communications;

· Assist with interview scheduling and coordination;

· Prepare onboarding documentation for newly hired staff and coordinate the induction process;

C.3 Reporting

· Contribute to the preparation of monthly HR and administrative data reports;

· Participate in team meetings and provide updates on assigned tasks;

· Submit regular activity updates to the Log/Admin & HR Coordinator upon request;

· Prepare a handover document at the end of contract;

Please send your resume/CV