Syria Crisis Project Assistant - German Red Cross

Job purpose: The Syria Support Assistant is supporting the GRC team in Syria as well as the Emergency Coordinator in Beirut in the overall information management, financial follow-up, logistics and administration of the Syria Operation to ensure an optimal and timely performance.  Job duties and responsibilities: Information management and communication: Compile and systematize a relief goods tracking system incl. information on international procurements from GRC HQ, arrival and dispatch of goods in Syria main warehouse hub, distribution of items at SARC branch level based on provided reports by GRC HQ Logistics, SARC stock reports, SARC warehouse reports and SARC distribution reports Set up and identify new and improved ways for tracking and monitoring for the above mentioned reports Provide information and support compiling and editing reports such as project interim and final reports, monthly reports, proposals etc. in coordination with the Syria delegates and the Emergency Coordinator MENA Support the Syria delegates in following-up of project documents such as implementation plan, Monitoring &Evaluation plan, project agreement etc. upon request In coordination with the GRC communication delegate, support the production and archiving of communication materials for the Syria Operation such as pictures, videos, presentations, as well as articles for the GRC webpage Coordinate or prepare briefing notes, operational updates etc. as requested by the Syria delegates  Finance: Support Syria delegates in regular budget monitoring of projects in Syria using the GRC FundsPro software esp. on actual and expected over- and underspending Enter new projects into the GRC FundsPro Planning Tool software Follow-up on inventorized items in the GRC FundsPro software and compile inventory lists per projects if needed  Logistics: Follow-up international and national procurements in coordination with the GRC Beirut Logistics team and the Syria delegate and document the procurement process accordingly  Follow-up the timely transport of relief goods to Syria in terms of obtaining permits and receiving the greenlight for those items in close coordination with the GRC Syria delegate and the Beirut Logistics team  Administration: Support to maintain a project related information management filing system for movement of goods between suppliers and Syria warehouse, supporting documents for transportation of goods, agreements between GRC and SARC and reports Maintain a record of all grant agreements in Syria incl. a reporting schedule to ensure that reports are submitted in a timely manner Prepare and file documents for signature and/or action as necessary and ensure that a proper filing system is in place Occasionally and upon request, translate required documents such as visa application forms, vouchers, CBAs, agreements etc. in English and Arabic before documents are submitted to GRC HQ / SARC HQ Support the planning and organization of meetings in Beirut if needed Complete other administrative tasks as necessary and as requested by the GRC Syria team and the GRC Regional Office Provide new and updated documents of the Syria Operation to be filed in IMS for projects  General: Ensure regular communication with the GRC Syria delegates Travel to Syria as required and requested Other tasks may be assigned on a needs basis if agreed by all persons Duties applicable to all staff 1. Actively work towards the achievement of the Federation Secretariat’s goals 2. Abide by and work in accordance with the Red Cross and Red Crescent principles 3. Perform any other work related duties and responsibilities that may be assigned by the line manager Position Requirements Education-Qualification Required Preferred Reporting/ Business Administration Studies/ Development Studies or minimum professional experience in administration X   Experience Required  Preferred Minimum 2 years work experience in a business administrative role X   Experience of working for a Humanitarian Organization   X Experience in compiling program documents incl. proposals, log frames and reports X   Knowledge and Skills Required  Preferred Excellent written and verbal communication skills x   Organization and planning skills x   Presentation and report writing skills x   Teamwork x   Ability to work under pressure and to deadlines x   Commitment to the International Red Cross & Red Crescent Movement x    Ability to work independently x   Analytical thinking and ability to use initiative in proactively seeking solutions to problems arising from day to day work x   Ability to analyze financial data and compile simple financial reports x   Excellent IT skills including all basic MS office packages x    Understanding of the relevant country/region context and humanitarian issues x   Languages Required  Preferred Languages: English and Arabic X