Inhouse Consultant – Field Admin Officer

Title: Inhouse Consultant – Field Admin Officer
Location: Syria – NW
Reporting to: HR & Admin Officer
Position Category: Full time

ESSENTIAL JOB DUTIES / SCOPE OF WORK: (Essential functions, job description,)
Job Purpose:
The Field Admin Officer will conduct and/or coordinate operational functions of Admin (logistics).
He is responsible for the implementation of admin processes and operations functions – systems, and processes, in support of the achievement of the Dawlaty objectives. The Field Admin Officer will drive the admin agenda and ensure that Admin practices and processes are efficient, up-to-date, and satisfactory to both employee and Dawlaty.

Key Duties and Responsibilities
Administration:
1- Ensure that Dawlaty procurement policies and formats are properly used.
2- Provide appropriate support for executing procurements and admin processes in line with Dawlaty and donor rules and regulations.
3- Lead the procurement process and procedures, including drafting calls, publishing calls, analyzing of-fers, shortlisting, interviewing, and contracting.
4- Assist program and support staff in creating clear and understandable request (PR) and other documentation.
5- Collect quotations and bids from the market for PRs as assigned by managers, following Donor/Dawlaty standards and formats.
6- Receive goods/services/works as per the description on the PR/purchase order/contract, inspect goods/services/works upon delivery, and reject inadequate, broken, lower quality, or other items not meeting order requirements.
7- Know the local market and available suppliers, selecting the best suppliers based on price, quality, availability, compatibility with existing supplies, and after-sales service.
8- Use all available communication means efficiently to contact suppliers and request quotes.
9- Present procurement documents to the Finance and ensure timely payment completion.
10- Maintain proper filing systems for procurements and vendors’ lists.
11- Maintain and update Dawlaty’s fixed asset register.
12- Ensure all Dawlaty equipment remains in good condition, including power supply, communication equipment, computers, etc.
13- Monitor existing office agreements and service contracts for renewal, extension, or termination.
14- Maintain and update admin trackers (request tracking sheet, etc.).
15- Maintain and manage Dawlaty’s administrative and supporting documents.
16- Support the development of Dawlaty admin and procurement-related policies and ensure effective implementation at all organizational levels.
17- Support in Guide and coach all Dawlaty team members to ensure full understanding of all policies and procedures related to admin and procurement.
18- Manage Dawlaty’s overall logistics, organizing and managing events and workshops, including purchasing materials, travel and accommodation arrangements, venue preparation and reservation, catering, transportation, per diems, translation, interpreters, etc.
19- Closely monitor transportation activities and related documentation.
20- Ensure proper application of Dawlaty’s SOP Travel

21- Book flights and hotel accommodations for staff and beneficiaries for their respective travel arrangements.

Miscellaneous
1.Adhere to DAWLATY’s Policies and Procedures.
2.Maintain the Procurement folders in an order and tidy fashion with easy referencing and locatable documents.
3.Adhere strictly to DAWLATY’s Policies and Code of Conduct.
4.Adhere strictly to DAWLATY’s Anti-Fraud policy
5.Complete the due diligence process (vetting) for all staff, vendors, suppliers, and contracts.
6.inform the direct supervisor on all the developments that occur in the work through reports.
7.Assist in completing other duties as required by the supervisor.
8.Conduct oneself professionally and personally to bring credit to Dawlaty and not jeopardize its humanitarian mission.

Required Qualifications:

The Field Admin Officer will possess the following qualifications and experience:

– At least University degree (accounting – English – MIS, Business Management or related field)

– At least 2-3 years’ experience in Admin (Logistics and procurement)

– Relevant Admin related qualification, or equivalent working experience

– Proven ability in handling multiple tasks effectively under heavy time and work pressure while maintaining work quality

– Proven ability to plan and manage schedules, files/database and working materials as well as to keep confidentiality of documents and information

– Excellent command of spoken and written Arabic, and English

– Computer literate with good MS Office skills particularly Excel and google workspace apps

Desirable:

1. I/NGO & donor relations/awards experience is highly desirable.
2. Experience with an international organization will be an advantage.

Skills and Competencies:

• Willingness to learn and develop professionally.
• Demonstrated commitment to diversity and inclusion, particularly in cross-cultural contexts.
• Strong communication skills, adaptable to cross-cultural settings.
• Friendly and approachable demeanor.
• High integrity with a proven ability to follow standards and policies.
• Meticulous, with a keen attention to detail.
• Dedicated to ensuring the protection of DAWLATY’s beneficiaries.
• Strong understanding of security management and a commitment to following security guidelines and regulations.
• Eagerness to work and learn in a challenging environment.

• Strong sense of responsibility and integrity.
• Commitment to humanitarian principles and values. Dawlaty.

DISCLAIMER

Dawlaty is an equal-opportunity employer. We highly respect and value diversity and ensure that all qualified applicants receive consideration based on required experience and capabilities regardless of their race, color, gender, sexual orientation, age, ethnicity, religion, disability, or marital status. All Dawlaty contractors are prohibited from engaging in any form of discrimination, harassment, exploitation, or abuse (physical, sexual, emotional, or verbal) or in any other way to breach the rights of others to thrive in a safe and supportive environment. We consider Humanitarian Principles an integral part of our work. We are fully committed to promoting the recognition of human rights, especially safeguarding children, women, and adults at risk. We are accountable to those in the communities we serve and as such. As our responsibility to ensure that, as an organization, we do not contribute in any way to harming or exposing those communities to further risk. Dawlaty applies zero tolerance to any act of exploitation, abuse, harassment, and discrimination in every aspect of its work. Therefore, as part of our Contracting process, a range of pre-Contracting checks/screenings will be conducted in conformity with Dawlaty’s Safeguarding Policies.

How to apply? 

Please fill in the Online Application Form and submit your resume no later than October 20, 2024.

-We strongly encourage qualified candidates to apply as soon as it is possible as the applications will be reviewed on a rolling basis.

– Only shortlisted candidates will be contacted.

– This recruitment process is rapid. Due to the urgency of this position, the vacancy may close before the deadline. Applications will be assessed as per received and vacancy might be closed before the end of the announcement as per qualifications availability.