Administrative Assistant-Damascus (Incentive Worker)

Background / Overview of the International Rescue Committee

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people survive, recover, and rebuild their lives. Founded in 1933 at the call of Albert Einstein, the IRC provides lifesaving assistance and support to people affected by conflict and disaster. Today, the IRC works in more than 40 countries and 22 cities across the United States, helping millions of people restore safety, dignity, and hope.

Job Overview / Summary:

The Administrative Assistant provides general support to IRC offices and guesthouses in Damascus and field locations, ensuring that facilities are equipped with the required furniture, equipment, and supplies. The role also follows up on maintenance needs and facility cleanliness and supports generator monitoring in coordination with the technical team.

Key Responsibilities:

• Monitor office and guesthouse supply stocks and ensure that required items are available in line with minimum and maximum stock levels.
• Conduct and document periodic inspections of offices and guesthouses and follow up on maintenance and furnishing needs.
• Ensure the cleanliness and safety of offices and guesthouses and the availability of cleaning materials and essential consumable supplies.
• Supervise cleaners and maintenance workers and follow up on the completion of assigned tasks.
• Support the furnishing and equipping of new offices and guesthouses with the required furniture and equipment.
• Follow up on minor maintenance needs in Damascus and field locations.
• Support generator monitoring in coordination with the technical team.
• Prepare periodic reports on the condition of facilities, equipment, and stock.
• Manage petty cash and submit monthly reports to the supervisor and Finance Department.
• Support the Assets Team in resolving issues related to assets and equipment.
• Perform any other related duties assigned by the direct supervisor.

Key Working Relationships

Position reports to: Administrative Officer or designated representative.

Direct supervision: Cleaners and maintenance workers, according to assigned duties.

Internal and external contacts: Administration, Supply Chain, Finance, Assets, and Technical teams, as well as suppliers and service providers when required.

Job Requirements:

Education:

● A university degree in Business Administration, Economics, or a related field is preferred.

Work Experience:

• Approximately two years of relevant administrative experience with a non-governmental or international organization.
• Previous experience in an emergency or conflict-affected environment.

Demonstrated Skills and Competencies:

• Good communication and teamwork skills.
• Good knowledge of the Syrian context, including geographical, political, and security aspects.
• Strong organizational skills and the ability to manage tasks accurately and efficiently.
• Proficiency in computer applications, particularly word processing, spreadsheets, and databases.
• Initiative, reliability, ability to follow instructions, and openness to constructive feedback.

Travel Requirements:

● Willingness to travel up to 15% to field locations and attend meetings and workshops as required.

Working Environment:

Office-based work with periodic visits to guesthouses and field locations within Syria.

All IRC staff are required to adhere to the IRC Way Standards for Professional Conduct, which uphold integrity, service, and accountability. In line with these values, the IRC implements policies on safeguarding beneficiaries from exploitation and abuse, child safeguarding, prevention of workplace harassment, fiscal integrity, and protection from retaliation.