Vacancy Announcement: Administration Assistant



Job family :  Administration Assistant Duty Station: TURKEY/Gaziantep
Job category:  Administration
Line manager Administrative & financial Assistant in Gaziantep Supervision exercised

Administrative Coordinator

Back-up Administrative & financial Assistant in Ankara Replacement :

Administrative & financial Assistant in Ankara


1.       Job summary:

The job holder supports the work of Administration & Finance team and/or ensures receptionist functions in the Office.

2.       Responsibilities &  Tasks:

Within delegated authority, the Administration Assistant (Group IV) will be responsible for the following tasks:

Administrative & Finance Support

·                Support in preparation of contracts including all supporting documents and maintain various records;

·                Assists in managing administration and finance operational tasks, as appropriate;

·                Maintains the Gaziantep office accounts (petty cash)

·                Backs-up the administration support in case of absence with respect to basic financial and human resources tasks.

·                Follows-up staff planning table (staff annual leave, sickness, unjustified absences) and report to the AFA in Ankara office;

·                Draws-up and launches the tenders related to housing, security and other services needed in TA’s residence in close coordination with the AFA, AC, the LC and the Regional Security Officer, as appropriate;

·                 Draws-up the needed ARA’s including draw up of the renting contract and its annexes (convention d’occupation, residence inventory, legal ownership/insurance documents. Follow up of T/As residences contracts;

·                Before departure of a TA, ensures that the residence is in the same condition as written in the renting contract and visit the residence with the TA one month in advance in order to identify the reparation needs to be paid by the TA and the painting and other works to be paid by ECHO. Launches the tenders and draw up the ARA’s related to the works to be done by ECHO. Prepares the end of renting contract document and assist the TA during the final visit of the residence. Collects from TA original or copies of all the bills concerning electricity, phone, water, air conditioning – generator – swimming pool maintenance. Collect the proof of final payment and cancelation of other contracts (internet, TV, …). Acts as focal point for bills pending after departure of TA;

·                Creates and maintains the filin and reference systems in conformity with the criteria applicable under various procedures.

Assets & Fleet management

·         Supervises office driver/s, maintains all records related to the use of ECHO vehicles such as vehicle daily log and vehicle history record, and regularly submits them to relevant administration staff;

·         Advises on and follows-up the maintenance and insurance of the vehicles;

·         Advises on maintenance of technical equipment and office building installations. Supervises works during execution;

·         Follows-up the work of general services and maintenance agents;

·         Monitors delivery of services by external contractors;

Manages office stationery stock and non-ICT pool equipment.


General procurement duties          

·         Contributes to procurement process for office property, expendable supplies and services;

·         Supports AFA in foreseeing needs, recommends solutions and conducts tendering procedures as appropriate;

·         Prepares comparative tables and participates in the selection committee;

·         Ensures full compliance and application of standard ECHO and EU procurement rules, procedures and best practices;

·         Supports Draw-up of ARA’s to be submitted to the line manager;

·         Updates the field office procurement plan;

·         Follows-up the activities and tasks undertaken by contractors as indicated in the signed service/procurement contracts or Purchase Orders;

·         Develops and updates suppliers list and pricelists used by the Office;

·         Supports AFA in the verification of the invoices received in relation with Purchase Orders or Contracts issued and compiles all required documents together with the invoice to be submitted to the Administration and Finance staff in charge of the accounts;

·         Verifies and follows-up of warranties and after sales services offered by providers;

·         Corresponds and negotiates with all ECHO GZT vendors on procurement related matters;

Front-desk service and telephone communications services

·         Monitors all visitors to the office; issues identification cards to them, and directs them to the relevant staff/meeting room as appropriate;

·         Manages and operates the central switchboard, answering telephone, respond to routing requests for information;

·         Transmits messages and checks the fax machine frequently;

·         Receives, registers and dispatch all office communication by e-mail, fax, post, diplomatic pouch, express airmail and telephone;

·         Assists in preparation for meetings. Manages the meeting/conference room bookings;

·         Updates office staff contact list on regular basis and circulates amongst all staff;

·         Keeps list of names, addresses and telephone numbers of government officials members of diplomatic missions, operational partners and suppliers.


Specific duties for the  Administration Assistant

·         Manages and plans the front-desk coverage;

·         Monitors driver’s movements.

General Administration Support

·         Provides administrative support with accuracy and consistency;

·         Plays  an active  role  for the mission of all staff and leave requests

·         Facilitate travel arrangements for both the national and expatriate staff of the office by assisting in preparing all travel arrangements, travel requests, and assists in the preparation of security clearances;

·         Arranges hotel accommodation and other mission needs for visitors;

·         Maintains field trips schedule for ECHO staff working in the country/region;

·         Organize and maintain a filing system for the secretarial related files;

·         Translates and interprets, as appropriate.


Specific duties for the  Administration Assistant

·         Directs and coordinates the support services in the office, including coordinating with suppliers.

Office specific responsibilities/tasks:
(IF/When applicable)

·         Undertakes any additional tasks as assigned by the Head of Office/RSO and/or Headquarters.


3.       Competencies required:

Drive for Results Medium Level
Conduct in Service Medium Level
Working with Others Medium Level
Decision-making N/A
Managing and Organising Information Basic Level
Strategic Thinking and Planning Basic Level
Communication Medium Level
Organisational Awareness Basic Level
Adaptability and Flexibility Basic Level
Leadership Basic Level
The definition of each competency and examples of behaviours expected for each level are listed in annex.

4.       Job Requirements:


·         Secondary education or equivalent commercial school. Minimum Secretarial Diploma.


Knowledge and Experience:

·         Minimum 3 years of relevant experience;

·         Good drafting skills;

·         Good communication skills;

·         Ability to work in a multicultural environment.

·         Capacity to work in a multitasking position.

·         Previous experience in a Governmental or  other International Organisation is an  advantage;

·         Experience in the usage of computers and office software packages (MS Word, Excel, etc).



·         Fluency in English (verbal & writing).

·         An excellent knowledge of Turkish

·         Good knowledge of Arabic will be an asset.



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