ADMINISTRATION & HUMAN RESOURCES ASSISTANT – AD DANA, SYRIA

ADMINISTRATION & HUMAN RESOURCES ASSISTANT – AD DANA, SYRIA

• Department: Programs
• Location: Syria (On-Site)
• Supervisor: Program Manager
• Contract: Fixed term
• Employment Type: Full-Time
• Compensation: 350 USD
• Applications recipient: [email protected]

Contract terms and salary compensations will vary and be defined on the basis of local employment rates in accordance with the position grade and experience.

Job description

Still I Rise, an international NGO, works towards development and the realization of humanitarian projects aiming at providing education and support to refugee children and youth, is looking for an Admin and Human Resources Assistant to join the Still I Rise Management team and support the roll-out of an innovative childhood educational program in Syria. The selected profile will be responsible for administrative tasks and financial tasks regarding payments, bookkeeping, and accounting of the expenses of the school. Moreover, they will be responsible for dealing with HR matters on the ground, coordinating recruitments in collaboration with the Program Manager.

KEY RESPONSIBILITIES

Admin HR Support

• Manage the recruitment and selection processes for staff and volunteers in collaboration with the Program Manager, and organize and oversee the hiring, onboarding, and exit procedures.
• Organize and oversee all HR administration, such as staff documentation, employment contracts, staff and student profiles, appraisals, holidays, absences, internal database software, etc.
• Support Program Manager in ensuring Still I Rise is legally compliant, and up to date, with local labor laws.
• Strive to promote team-building and well-being, referring staff to psychological support resources, and promote work-life balance.
• Manage and control payments of health and retirement of team members in a labor contract.
• Develop, keep up to date, and implement training and inductions for the team on the ground; schedule additional training with external actors depending on the needs.
• Co-develop, oversee, and ensure compliance with our internal HR policies.

Admin Education Support

• Monitoring Education Trackers: Maintain and update education trackers to monitor student progress and ensure compliance with educational standards.
• Supporting Attendance Data: Assist in the collection and analysis of attendance data, providing reports to facilitate timely interventions and support for students with attendance issues.
• Tracking Student Selection Process: Manage and update data related to the student selection process, ensuring accurate and up-to-date records for admissions and placement.
• Distribution of School Reports: Coordinate the distribution of school reports to families and caregivers, ensuring timely and clear communication of student performance and school activities.
• Filtering Communication for Parents: Oversee and streamline communication channels for parents, ensuring that all communications are clear, relevant, and efficiently addressed.
• Additional responsibilities include assisting with administrative tasks, maintaining student records, supporting school events, and collaborating with staff to enhance the educational experience.

Administration & Finance

• Assist and support the management team with general tasks and problem-solving, and take part in coordination meetings and daily decision-making.
• Support with facilitating and hosting meetings by i.e., minutes-taking, scheduling, etc.
• Organize and administer the Google Drive shared folders, and ensure all staff members have access to their relevant folders.
• Support the Logistics Officer in accounting for the Program’s expenses in compliance with the SIR Finance Policy.
• Keep the bookkeeping of all the expenses & enter all the expenses in the accounting system QuickBooks for compliance.
• Keep an accurate record of all financial transactions and perform financial audits wherever necessary.

Your role is pivotal in bridging administrative efficiency with HR, Finance and educational support for the Academy, contributing to a nurturing and productive learning environment.

KEY KPIs for Syria’s Program and Operations:

• Compliance with internal finance policies and procedures
• Compliance with Human resources internal policies and procedures
• Support remote HR completing recruitments as required
• Management of onboarding and contracts administration
• Payrolls management and leaves administration
• Support with the implementation of performance reviews and documentation
• Administration of meetings, teamwork, and proactive attitude
• Correspondence and management of inboxes through clear communication
• Adherence to reporting procedures
• Timely submission of accounting nationally and internally in the organization
• Organized payments flow and effective invoices management
• Manage payments of health and retirement for the employees in labor contracts
• Organize information and documentation management
• Communication and reporting
• Timeliness and quality of reporting

Essential Skills

• 3+ years of proven administrative and/or HR experience
• Excellent interpersonal skills, outstanding and effective written and verbal communication, assertive, socially aware, and geared towards problem-solving
• Excellent organizational and time management skills; ability to handle multiple priorities and meet deadlines
• High level of accountability over work; ability to maintain confidentiality
• Commitment and willingness to work in a challenging environment
• Passion, drive, and dedication to our cause
• Excellent IT skills including use of MS Office, Google Drive, Slack, and Siigo accounting software
• Exhibit a proactive enthusiasm for acquiring new processes, and actively contribute by suggesting innovative methods to optimize and maintain seamless back-office operations.
• English level B1/B2

Desired Skills:

• Experience working in the education sector or in a school environment
• Knowledge and familiarity with the International Baccalaureate system is an advantage
• Facilitative leader
• Believes in commitment, integrity, and accountability
• Versatility and adaptability to a changing environment and ability to handle multiple priorities
• Self-starter with the ability to provide creative solutions
• Certification of SPHERE humanitarian standards will be an additional asset
• Competency in negotiation