TITLE: Admin Coordinator
TEAM/PROGRAMME: HR & Admin LOCATION: Damascus Office – Syria
GRADE: 4 CONTRACT LENGTH: One year
CHILD SAFEGUARDING: (select only one)
Level 3: the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.
ROLE PURPOSE: The Admin Coordinator is responsible for managing and supporting the day-to-day activities of the Administration Department, ensuring effective and efficient coordination of all administrative functions, including general administration, office and guesthouse maintenance, external liaison (visas and government relations), travel and accommodation arrangements, and facilities management.
This role ensures compliance with internal policies, supports smooth Syria operations, and contributes to a well-functioning and supportive work environment.
In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.
SCOPE OF ROLE:
Reports to: HR & Admin Director
Staff reporting to this post: N/A
Direct reporter: N/A
Indirect reporter: N/A
KEY AREAS OF ACCOUNTABILITY:
Visas and External Liaison:
• Provide efficient support to international staff and visitors on visa processes, including invitation letters and liaising with local authorities.
• Manage the process of issuing and renewing residency and work permits for international staff.
• Serve as a focal point for administrative communication with government entities, ensuring confidentiality of documentation.
• Maintain regular updates to the HRD and relevant stakeholders on government-related administrative matters.
Travel, Accommodation, and Relocation Support:
• Coordinate accommodation for new staff and visitors, including hotel bookings, airport transport, and Guest arrangements.
• Maintain records of lease contracts, monitor expiries, and issue relevant notifications (termination, renewal, handover).
• Oversee payment settlements related to lease agreements and utilities (electricity, water, internet) for guesthouses.
• Follow up on maintenance needs for SCI guesthouses.
General Administration and Facilities Management:
• Oversee effective use of office space and address maintenance needs promptly.
• Coordinate workshops, events, and catering arrangements when needed.
• Manage contracts and services for cleaning companies and supervise cleaner performance in office and guesthouses.
• Monitor and replenish office stationery and kitchen supplies.
• Facilitate procurement processes for administrative services and maintain records of petty cash and payments.
• Support the development and implementation of administrative policies, including the roll-out of the Administration Manual.
• Lead capacity building initiatives for the administrative team.
Reception and Office Coordination:
• Supervise reception area to ensure it is tidy, organized, and welcoming.
• Provide guidance to the receptionist on managing calls, guests, and incoming/outgoing communication.
• Oversee issuance and renewal of staff IDs and business cards.
• Support meeting room bookings and logistics for internal events.
BEHAVIOURS (Values in Practice)
Accountability:
• holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
Ambition:
• sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
• widely shares their personal vision for Save the Children, engages and motivates others
• future orientated, thinks strategically and on a global scale.
Collaboration:
• builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
• values diversity, sees it as a source of competitive strength
• approachable, good listener, easy to talk to.
Creativity:
• develops and encourages new and innovative solutions
• willing to take disciplined risks.
Integrity:
• honest, encourages openness and transparency; demonstrates highest levels of integrity
QUALIFICATIONS
University degree / Certificate of education in relevant discipline
EXPERIENCE AND SKILLS
• Minimum of 3-5 years of experience in an administration/office management filed.
• Significant experience of working in the large office administration.
• Excellent interpersonal skills
• Excellent verbal and written communication skills in English (required) and Arabic
• Computer literate (including working knowledge of Microsoft Office) and ability to do internet based research
• Excellent attention to detail, organisational skills and discretion with confidential information
• Ability to work independently and proactively
• Proven ability to handle challenging work load
About Us
The Organization
We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard. We are working towards three breakthroughs in how the world treats children by 2030:
· No child dies from preventable causes before their 5th birthday
· All children learn from a quality basic education and that,
· Violence against children is no longer tolerated
We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children.We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive workplace where ambition, creativity, and integrity are highly valued.
Application Information:
Please apply using a cover letter and up-to-date CV as a single document. Please also include details of your current remuneration and salary expectations. A copy of the full role profile can be found at www.savethechildren.net/jobs We need to keep children safe so our selection process reflects our commitment to the protection of children from abuse.
How to Apply:
