Human Resources & Admin Assistant - Damascus

About ACTED:

Acted is committed to immediate humanitarian relief to support those in urgent need and protect people’s dignity, while co-creating longer term opportunities for sustainable growth and fulfilling people’s potential.

Acted endeavours to respond to humanitarian crises and build resilience promote inclusive and sustainable growth; co-construct effective governance and support the building of civil society worldwide by investing in people and their potential. The commitment of ACTED and that if our teams are guided by 4 core values:

(1) Responsibility: we ensure the efficient and responsible delivery of humanitarian aid with the means and the

resources that have been entrusted to us.

(2) Impact: we are committed to having the most sustainable impact for the communities and the people with whom we engage.

(3) Enterprising spirit: we are enterprising and engage in our work with a spirit that creates value and overcomes challenges.

(4) Inspiration: we strive to inspire all those around us through our vision, values, approaches, choices, practice, actions, and advocacy. Greening strategy:

Acted’s greening strategy aims to tackle environmental degradation and climate change while meeting the needs of the most vulnerable who are often those most affected by the deepening environmental crisis. Each Acted employee will adhere to these principles through key green programming responsibilities: Contribute towards the adherence and development of the greening strategy plan. Explore innovative green programming opportunities and/or solutions within your realm of responsibilities and roles. Encouraging and promoting environmental safeguarding processes and environmental programming

standards in accordance with SOPs and technical guideline notes Acted PSEAH Policy:

The Human Resources & Admin Assistant has the responsibility to adhere to the PSEAH Policy (Protection against Sexual Exploitation, Abuse and Harassment). And has the obligation to complete all mandatory trainings related to the Code of Conduct and the PSEA policy and report any safeguarding concern such as breaches of organisational policies or codes of conduct according to Acted’s procedures. The Human Resources & Admin Assistant carry out work duties in a way that does not harm children, vulnerable adults or other staff or volunteers.

Work Location: Damascus – Syria Start Date: ASAP Contract Duration: 6 Months

Job Purpose:

The HR & Admin Assistant supports the Human Resources and Administration functions by providing basic clerical, and administrative assistance. The role ensures smooth daily HR and office operations in line with policies and procedures, while maintaining confidentiality and accuracy*.*

Objectives:

• Provide administrative support to HR and Admin functions.

• Maintain accurate records and documentation.

• Support smooth office operations.

• Ensure confidentiality and compliance with policies and procedures.

Duties and Responsibilities

Human Resources:

• Carry out procedures related to local HR practices & Activities.

• Assist in maintaining personnel files (hard and soft copies).

• Ensure that the personal folder database has been updated on regular basis.

• Support attendance tracking and basic HR records.

• Follow up of staff leaves & Attendance, provide necessary forms for staff and review the whole process and leave balances.

• Assist with recruitment, including interview scheduling and document preparation.

• Help prepare HR letters, forms, and contracts as required.

• Tracking new employee’s orientation, on boarding, welcome package, and ensure provide them with Acted mandatory training.

• Ensure to collect all necessary documents of applicants as indicated in Acted HR regulations.

• Assist with new staff onboarding and exit documentation.

• Ensure confidential handling of all HR-related information.

Administrative:

• Prepare all Administrative documents when requested/required.

• Support office filing and document organization

• Assist with office supplies tracking and basic logistics

• Help arrange meetings and appointments when requested.

• Support travel and accommodation coordination on a routine level.

• Provide basic reception and visitor support.

• Assist with internal communication and simple coordination tasks.

General Responsibilities:

• Carry out assigned tasks in a timely and accurate manner.

• Follow organizational policies, procedures, and code of conduct.

• Maintain a professional and cooperative working relationship with colleagues.

• Perform any other administrative tasks assigned by the line manager.

• This TOR is subject to change by the employer as the organizational needs and requirements of the job change.

Key Performance Indicators

• Timely and accurate HR and admin support.

• Proper filing and recordkeeping.

• Compliance with policies and confidentiality.

• Professional communication and teamwork.

QUALIFICATIONS:

Essential:

• Bachelor’s degree in human resources, Business Administration, Management or Economics

• 2 years of experience working in a similar position.

• Familiar with the Syrian Labor Law.

• Experience in filing, documentation and clerical support.

• Familiarity with attendance records and personnel files.

• Excellent command of Arabic (speaking, reading & writing)

• Good command of English (speaking, reading & writing).

• Good command of Microsoft office suite (i.e. word, excel, PowerPoint)

• Able to multitask, prioritize, and manage time efficiently

• Flexible, and have the ability to cope with stressful situations.

• Good organization and communication skills.

Preferred:

• Experience in INGO

• Familiarity with HR policies and procedures

• Previous involvement in recruitment processes (shortlisting, interview coordination, onboarding)

• Experience supporting audits by ensuring HR and administrative documents are compliant and audit-ready

How to apply

Interested and qualified applicants should apply by filling out the application form through this link

Human Resources & Admin Assistant – Fill in form

We reserve the right to shortlist candidates before the closing date, as the position needs to be filled urgently

Qualified female candidates are encouraged to apply

Only the shortlisted candidates will be contacted.

By applying for this position, you certify that all the details of your current application, are true to the best of your background and knowledge. You accept the legal mentions of www.acted.org and authorize the automated processing of your personal data by ACTED for recruitment, HR management and administrative compliance control purposes, in accordance with European regulations for the protection of personal data.(http://www.acted.org/)

ACTED is committed to the prevention of sexual exploitation and abuse in the framework of its programs in Syria. The successful candidate will be required to adhere to ACTED Code of conduct and ACTED Global Policies, especially regarding the protection of children and the protection against sexual exploitation and abuse. A rigorous reference and background checks will be undertaken, and information will be requested from previous employers about any disciplinary action of sexual exploitation, sexual abuse, and/or sexual harassment during employment. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.

ACTED is committed to gender equity and to have a balanced and diverse workforce. ACTED strongly encourages qualified women, persons with disabilities, and persons from under-represented groups to apply for the position.

ACTED offers a variety of arrangements that enable women to excel in their careers, including flexible working hours for work-life balance, maternity leave, and career coaching.

ACTED never uses external recruitment agencies and recruitment is always free of charge.

The necessity of ensuring the highest standards of efficiency, competence, and integrity, with proper attention to promoting diversity, is the most important concern in the recruitment and employment of staff at ACTED.

Applicants must provide complete and accurate information pertaining to their personal profile and qualifications to be considered for the current job opening. No amendment, addition, deletion, revision, or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided.

ACTED reserves the right to close this vacancy early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible.