Vacancy for Administrative Manager

Job Title: Administrative Manager

Project / Department Title: Public Administration

Duty station: Public Administration

Direct supervisor / Reports to: Executive Director

Overall objective of the job: The selection and preparation of the cadres of the institution as well as enabling them to execute the tasks entrusted to them to achieve the strategic objectives of the institution. To maintain a state of constant motivation to produce, as well as to maintain a work environment which meets the needs of the workers and sustains the resources of the institution.

Main tasks:

• Follow up and develop the following sections
• Human Resources department
• Operations Department (stores – assets – occupational safety – movement)
• Procurement Department
• Department of Information and Information Systems
• Volunteers

Roles and Responsibilities:

• 1. To carry out basic administrative processes (planning, organization, guidance, evaluation, follow-up and evaluation) for the department.
  2. To manage the staff of the Grants Department, as well as following up, evaluating their performance and submitting periodic reports to the Department on the matter.
  3. To prepare the annual and monthly operational plan for all the departments.
  4. To participate in identifying the needs required to implement the operational plan from all the following parties: financial or human resources, contracts, partnerships or development programs.
  5. To ensure that project activities are carried out as planned and in accordance with quality standards and within the specific time and financial schedule specified by the Commission
  6. To cooperate with the Executive Director and to lead the process of developing proposals and concepts that fit the objectives and strategy of the Commission.
  7. To develop and write policies, procedures and regulations of the institution.
  8. To attend the interview committees for the appointment of the cadres of
  9. To supervise the preparation of all reports related to its sections
  10. To hold regular meetings with the team to discuss the work plans and the implementation mechanisms.
  11. To supervise paper and electronic archiving works.
  12. To preform relevant work and duties.
  13. Coordination with the media department and all other sections of the institution.
  14. To implement any other directives or responsibilities assigned by the Executive Director.
  15. To fully coordinate with all departments of the institution.
  16. To attend all related coordination meetings, to send reports and updates, and to highlight key issues that contribute to the processes of understanding and development
  17. To represent the Commission in all relevant forums, such as the United Nations Coordination Office, donors and civil society organizations.
  18. To supervise Human Resources management:
  • To participate in the development of the organizational structure and measure its operational effectiveness.
  • To prepare job description cards and link them to different procedures.
  • To prepare the wage structure and to maintain its continuous development.
  • To prepare and develop performance evaluation systems for employees.
  • To supervise the planning of employment and its needs from different sources and to provide them in a timely manner.
  • Setting up, implementing and following up the transport policy and following up with it.
  • To develop and keep up with incentive, grant and reward policies.
  • To cultivate both the practical and scientific skills and expertise of the workers in diverse ways.
  • To cultivate social, cultural and athletic aspects of the institution.
  • To deepen the employees’ sense of loyalty and belonging to the institution through developing and keeping up with their internal condition within the organization.
  19. To supervise administrative affairs and operations:
  • Help all workers remove any obstacles to achieve a suitable environment for work.
  • Taking the necessary measures towards ensuring the safe renewal of the assets of the institution in a timely manner so as to prevent the institution from any future risks.
  • Ensuring that the administrative expenses (telephone, electricity, water, etc.) are paid on time in a manner that prevents any problems or financial obligations on the Corporation, and to oversee the maintenance of the institution’s communication lines in order to avoid any failures.
  • Supervising and approving the entry or exit of any assets to or from the institution and preparing the necessary forms for such procedures.
  • Monitoring the level of performance of administrative and public services (cleaning, maintenance of buildings, administrative facilities, …….)
  • Building an integrated and renewable archive of the organization’s files and documents
  • Supervising the operations of vehicles and traffic in the Commission.
  • Supervising the warehouses of the Commission.
  • Supervision of the Occupational Safety and Security Section.
  • Full and direct supervision of all the work of the Personnel Department and taking the necessary legal procedures and implementation of the decisions and actions (insurance, benefits, personnel affairs, attendance and departure, keeping records and records)
  20. To supervise the Procurement Department:
  • Complete supervision of the purchase of all establishments (machines, office equipment, furniture, project purchases, …)
  • All of this is done with the accordance with the project policies and financial management of the Commission.
  21. To supervise the Department of Information and Information Systems:
  • Preparation and development of information material for the departments of the institution and the public.
  • Electronic promotion of the work of the institution.
  • Direct and electronic donation campaign management.
  • Site management, hosting and program related matters.
  • Providing technical and technical support in networks and computer repair.
  22. To establish a special section of the information unit to collect information about the institution and provide all departments with the necessary information.
  23. To establish and supervise the Volunteers section of the Commission.

 

Qualifications:

• A university degree in Business Administration or Economics or its equivalent of practical experience in the field.
• Familiarity with the basic strategies and techniques of the institution’s departments.
• To be familiar with all humanitarian institutions within the field of work.
• Comprehensive knowledge of the regulations, laws and policies of the institution and its donors.
• Comprehensive knowledge of all the institution’s departments

Abilities:

• The ability to formulate and set goals.
• Effective planning.
• The ability to prepare the executive programs for the approved plans.
• To make fact-based decisions.
• The ability to deal effectively with the many variables that often come together at the same time.
• Proficiency in Arabic and English (reading, writing and speaking) in addition to Turkish.
• Professional Computer skills in Microsoft Office programs including: Excel, Word, Talk and others.
• Communication Skills: Negotiation.
• Time management skills, organizational skills and the ability to prioritize.
• The skill of analyzing the data while acutely regarding the details.
• Meeting management skill.
• Leadership and management skills

Experiences:

 

No less than 5 years related experience in the field of management and operations.

 

Required Training:

• Modern management skills
• Team-leading and team-building skills
• Time management skills
• Communication skills
• Meeting management skills
• The skill of negotiation
• Presentation skills
• Skill of dialogue and persuasion
• Delegation skills

 

 

Physical and personality traits required:

• Discipline in Time
• Concentration and logical thinking
• Very high IQ
• Calm and non-reactive attitude.
• To have a tactful way of talking and a friendly attitude.
• Good listening and understanding skills as well as to have a conscious and focused manner of analyzing a situation.
• To be well-dressed and elegant.
• Ability to face critical situations wisely.
• To take responsibility and face the consequences of decisions firmly.
• The strength of personality, composure and firmness
• To have a good and disciplined behavior and to be impartial to any political or military party.

Submission:

Submission
Interested candidates should submit their CV by e-mail to the link below:

https://goo.gl/forms/4140jeUuRXSDk9Ym2

 Please note:

• Multi-sent CVs will be ignored (please send your CV only one time at a time).
• CVs that does not match the requirements especially the temporary residence or Kimlik of Gaziantep with valid passport will be ignored (Turkish residence permit is considered as an advantage).
• Only short-listed candidates with strong adherence to the requirements will be contacted.

 

Website:  http://iydrelief.org