Office Administrator

THE HALO TRUST Ankara,Gaziantep
Office Administrator
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İlan Detayları

Programme: HALO Turkey

Work location: Initially Gaziantep -"Relocating to Ankara as soon as permission for registration is in place."

Employment duration: To be decided

Salary range: $1700 - $2,100 per month net

Benefits: 14 days annual leave, pro rata per month (plus public holidays)

Dates:

  • Applications submitted by: Friday 30th Oct 2020
  • Review of applications: From Mon 19th Oct 2020
  • Interviews: As soon as possible
  • Start date: No later than later than Mon 9th Nov 2020

 

Introduction

  1. The HALO Trust is one of the world’s largest international humanitarian Mine Action non-government organisations (NGO). HALO’s international HQ is in the UK. HALO’s focus is to save lives and restore communities threatened by Explosive Remnants of War (ERW), such as landmines, aircraft and cluster bombs, artillery projectiles, rockets and missiles, and improvised explosive devices. HALO was established in Afghanistan in 1988 and now employs over 8,000 staff in 25 countries and territories.

 

  1. HALO have submitted a proposal to the UNDP for the provision of non-technical minefield survey. The advertised position is contingent on HALO being successful in the tendering process, the outcome of which should be declared in October 2020. The scope of HALO’s proposed project will be to undertake a non-technical survey of Turkey’s minefields that lie in 13 of the country’s southern and south eastern provinces. The project is expected to be completed by November 2022.

 

  1. English is the official language of the programme office, but Turkish is also spoken internally and with our partners.

 

Position and responsibilities

 

  1. Supervisor: Project Manager.

 

  1. Subordinates: Office Manager (based in field office)
  2. The Office Administrator manages the project’s head office which will initially be located in Gaziantep but will relocate to Ankara as soon as an office is established. Key responsibilities will involve general administration duties, developing and implementing HR policy, and assisting with project finance and accounting.

 

 

  1. HR:

    1. Understand the application of Turkish labour laws relevant to HALO Turkey.
    2. Develop a HR policy and associated procedures for HALO Turkey, guided by HALO HQ, and based on experience from other relevant HALO programmes.
    3. Manage and process staff leave requests and absences
    4. Maintain a file containing job descriptions, staff employment contracts and other relevant documents, based on guidance provided by relevant labour laws and the Programme Manager.
    5. Provide assistance with staff recruitment (e.g. drafting job descriptions, publishing advertisements of vacancies, consolidating and evaluating applications etc)
    6. Maintain the programme office’s staff attendance and leave register.
    7. Update the programme office’s contact list for all staff.
    8. Work to support the well-being of all the project staff.
    9. Assist in providing induction to new staff and other staff training, to include safeguarding matters.

 

  1. Finance:

 

  1. Under guidance from regional/HQ finance staff, manage the project’s finances, ensuring that financial policies and procedures are followed strictly and are in compliance with HALO’s Global Finance and Accounting Manual.
  2. Understand the Turkish tax, social security and other employment laws relevant to HALO Turkey.
  3. Undertake staff payroll preparation work for checking by the Project Manager, including calculations for salary, income tax, social security and other government charges.
  4. Prepare and issue staff pay slips.
  5. Ensure the timely submission of monthly payroll information to the bank.
  6. Maintain petty cash and associated records.
  7. Manage the programme office’s bank accounts in Turkey.
  8. Ensure all expenditure transactions are recorded properly and bookkeeping is up-to-date

 

 

  1. Administration and Logistics:

    1. Manage day to day office administrative duties, including office maintenance and managing resources and supplies.
    2. Support programme logistics and procurement activities to ensure compliance with HALO’s global logistics policy and procedures.
    3. Maintain the programme’s equipment/asset registers.
    4. Oversee business administration in the Gaziantep/Ankara office.
    5. Organise staff travel and accommodation in Turkey, as required.
    6. Draft and translate official documents to authorities or other organisations.
    7. Perform secretary functions in support of meetings and visits (e.g. arrange meetings and visits, and assist with the preparation of meeting minutes).
    8. Provide Turkish and English translation, as required.
    9. Liaise with authorities and other organisations as required.

 

  1. All HALO staff are expected to undertake the following general duties:
  2. Work within the framework of HALO’s core values, promoting its ethos and mission statement.
  3. Work towards achieving programme and/or group business plan objectives.
  4. Ensure familiarity with and adhere to all HALO policies and procedures and keep informed of HALO activities.
  5. Travel to other countries (e.g. to other HALO programmes), as and when required.
  6. Discharge duties and responsibilities under HALO’s Health and Safety procedures. 
  7. This job description is intended to summarise the main duties and responsibilities of the appointment; this is not intended to be a full and exhaustive list of tasks. All HALO staff are expected to demonstrate flexibility and willingness to perform appropriate tasks when the need arises.

Selection criteria

  1. Turkish citizenship.
  2. Fluent in English and Turkish (written and spoken) – additional languages seen as advantageous.
  3. Bachelor’s degree in HR, finance, accounting or business administration.
  4. Proven high-level competency in Microsoft Excel and other Microsoft Office applications.
  5. Previous experience in roles relevant to the position.
  6. Good foundation skills relevant to:

 

  1. Numeracy, attention to detail and accuracy.
  2. Self-initiative.
  3. Analytical thinking and problem solving.
  4. Ability to independently plan, prioritise, conduct work activities in accordance with imposed time constraints.
  5. Communication and teamwork
  6. Networking
  1. Should have a passport and driving license/permit.
  2. Should be willing to travel nationally and spend time away from home.
  3. Two professional references are required.

Application requirement: covering letter (maximum 2 pages) and CV (maximum 2 pages). The covering letter must explain your compliance against the selection criteria.

Only shortlisted candidates will be contacted.

Vacancy may be filled before closing date.

THE HALO TRUST

The HALO Trust is one of the world’s largest international humanitarian Mine Action non-government organisations (NGO). HALO’s international HQ is in the UK. HALO’s focus is to save lives and restore communities threatened by Explosive Remnants of War (ERW), such as landmines, aircraft and cluster bombs, artillery projectiles, rockets and missiles, and improvised explosive devices. HALO was established in Afghanistan in 1988 and now employs over 8,000 staff in 25 countries and territories.
HALO’s programme in Syria was established in 2016. It is coordinated from a programme office in Amman, Jordan and a sub-office in Gaziantep, Turkey. HALO conducts its project work in Syria through national NGO partners based in Gaziantep. The scope of HALO’s current projects in Syria covers ERW Risk Education, Contamination Impact Survey and Victim Assistance. The size of the Syria programme is currently $3m - $4m per year.

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