ABOUT THE WHITE HELMETS

The Syria Civil Defence (SCD), also known as The White Helmets, is a grassroots, community-driven initiative established in response to the Syrian crisis. We are from the people and for the people, committed to doing whatever we can, wherever we can, for as long as we can, to protect and alleviate the suffering of civilians, regardless of their identity or background.

Our organization currently comprises more than 3,000 volunteers and staff operating through community-based centers and specialized teams, including 39 women’s centers, supported by management and coordination offices across Syria and overseas.

We provide critical services in comprehensive programs under three business lines:

Emergency response: pillar includes women’s centers, emergency medical services, search and rescue operations, firefighting, and more.

Community resilience: encompassing early recovery and mine action programs, climate change adaptation, and localization and community empowerment.

Human Rights and Peace Building: Includes evidence collection and archiving, investigation support and case building, and advocacy and research

All services are delivered in adherence to international humanitarian standards, ensuring neutrality, independence, equality, and impartiality.

Further information about us can be found at www.whitehelmets.org.

SCOPE OF WORK

The Executive Assistant will provide high-level administrative and operational support to the Executive Director (ED) and act as a central liaison between the ED, the Board of Directors, and other internal and external stakeholders. The role ensures smooth daily operations, coordination of strategic initiatives, and efficient communication and governance processes.

TERMS OF REFERENCE

• Duty station: Damascus
• Line manager: Executive Director
• Line management Responsibility: N/A
• Full-time/Part-time: Full-time

Tasks and Activities

• Provide executive-level administrative support to the Executive Director (ED), including managing schedules, correspondence, and travel arrangements.
• Act as a key liaison between the ED and the Board of Directors, managing board meetings, preparing minutes, and assisting with governance processes.
• Assist in the preparation of reports, presentations, and documents for internal and external stakeholders.
• Monitor and manage deadlines and tasks associated with strategic initiatives, ensuring the ED is well-prepared for meetings and events.
• Organize and coordinate high-profile events, meetings, and conferences.
• Conduct research and prepare background materials for meetings and decision-making discussions.
• Handle confidential and sensitive information with the utmost discretion.
• Oversee special projects or initiatives on behalf of the Executive Director.
• Assist with donor relations and external communications, including drafting official correspondences.

Required qualifications: Education, Experience and Competencies:

Essential:

• Bachelor’s degree.
• 3 years of experience in managing and scheduling meetings , events , and preparing presentations.
• Fluency in English and Arabic.

Desirable:

• A bachelor’s degree in business administration, management.
• 5 years of experience in managing and scheduling meetings , events , and preparing presentations.

Specialized Competencies:

• Strong organizational and project management skills.
• Excellent written and verbal communication skills in English, French and Arabic are assets.
• Ability to work independently, handle multiple priorities, and manage tight deadlines.
• Proficiency in Microsoft Office Suite and online collaboration tools.
• High degree of professionalism, discretion, and confidentiality.

Basic and humanitarian:

• Group volunteering
• Effective communication and communication
• Continuous development and learning
• Stakeholder focus
• Accountability and a sense of responsibility
• Manage resources effectively
• Risk management in a changing and stressful environment
• Understand humanitarian contexts, principles and norms

How to Apply:

If you are interested in applying for this position, please fill out the application form by clicking on this Link and attach your CV and a covering letter explaining your background, suitability for the role and interest in what we do.

The Syria Civil Defense believes in achieving diversity in its workforce by encouraging all qualified applicants, both male and female, to apply for announced vacancies.

The Syria Civil Defense is committed to its employees and volunteers, ensuring they are not subject to sexual exploitation or abuse in exchange for the services they provide. Additionally, they are responsible for safeguarding children from harm and abuse, ensuring a safe environment for them. The organization strives to create a secure work environment for everyone, free from any form of harassment, harm, exploitation, or misconduct during work that may undermine the dignity and safety of volunteers and employees.

Only shortlisted applicants who meet the required job qualifications will be contacted