Job Summary:

The Admin Associate will support the Admin Officer by providing administrative support to ensure efficient operation of office or department. This will include completing a range of tasks to support the team with supply chain needs and plan, travel and visas, fleet management, accommodation, administrative support to the country office and assets management, ensuring their use according to Islamic Relief and donor procedures. Admin Associate will be based in İstanbul, and to work under the supervision of the Admin Officer based in Türkiye.

Main Duties and Responsibilities:

a) Providing administrative support:

• Data entry and documentation administration related tasks, maintaining, and organizing physical and digital files, documents, and records.
• Assist in Prepare invitations, arrange receptions, and organize logistics for events (seminars, workshops etc.) as needed.
• Ensure that all office equipment and facilities work properly and comply with health and safety regulations.
• Providing general administrative support to staff members as needed. including proofreading documents and assisting with projects or events.
• Assisting with meetings, workshops, and conference preparation by preparing materials, and arranging for catering or other logistics as needed and follow up on action items.
• Responsible for management and issuance of Identity Cards for all staff members
• Keeping the tracking of Office assets and consumables.
• Keep the office environment organized and tidy, this includes ordering and managing office supplies, equipment maintenance and ensuring that communal areas are well maintained.
• Assisting with admin petty cash expense tracking and reimbursement processes. reviewing and processing expense reports, reconciling receipts, and liaising with the finance department as necessary.

b) Travel arrangements:

• Assist in preparing and coordinating travel arrangements for international/national staff and visitors including booking flights, hotels, rental cars if required, and other accommodations.
• Ensuring that all necessary documentation is in order as per payment checklist.

c) Office Space/Accommodation:

• Work closely with all departments on internal movements of assets and resources.
• Assist in managing all communication lines for the staff members’ mobile phones, internet, call center.
• Invoicing and payment for utility in addition to repair costs of the office.
• Assist in negotiating finalization and monitor lease agreements.
• Support incoming staff’s logistical needs.
• Provide written translation of documents and materials and verbal translation, as needed.
• Complete other ad-hoc duties as reasonably requested by the line manager.
• Ensure that asset management is up-to date, and office stock for stationery, sundries, and IT supplies is maintained up to date.

d) Fleet Management:

• Help day to day managing IRT Vehicles.
• Follow-up on periodic maintenance for IRT Vehicles.
• Invoicing and payment for Fuel for IRT vehicles.
• Ensure that all IRT Vehicles are in good condition.
• Assist preparing duty rooster for all cars’ movements and working hours for drivers as well.
• Ensure that all cars’ insurances are valid and follow up all Taxes Payments.

Experience&Education

• University degree in Business Administration or related fields.
• At least 2 years of progressively responsible experience in Administration.
• Previous experience with NGOs in a similar position is a plus.

Language&IT

• English & Turkish (written and spoken) is a must, Arabic will be a plus.
• Excel and Word skills are desirable and proficiency in using office equipment, and compute skills.

Requirements

• Good interpersonal skills and the ability to work sensitively with people from various cultural and social backgrounds.
• Ability to manage multiple priorities and work under pressure and to meet deadlines.
• Familiarity with security procedures while dealing with documents and sensitive information.
• Pay attention to details.
• Ability to build productive working relationships with local/provincial authority figures, colleagues, and and other stakeholders..
• Problem solving skills and self-management - creativity in problem solving is considered as plus.
• Strong organizational skills and information management skills
• Able to conduct rigorous checks on data and documentation.
• Excellent communication skills - able to communicate and report both verbal and in writing.
• Willingness to be accountable for work conducted.
• Willingness to adapt to IR’s norms and values without compromising personal beliefs and principles

Please note that due to the urgency to fill this position, interviews will be conducted on a rolling basis as soon as suitable candidates are identified. The selection process will not wait until the closure of the advertisement. Therefore, interested individuals are encouraged to submit their applications promptly. We appreciate your understanding and cooperation.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records checks. Islamic Relief also participates in the Inter Agency Misconduct Disclosure Scheme.

Islamic Relief is an equal opportunities employer.