Administrative Affairs and Executive Office Assistant 

JOB TITLE: Administrative Affairs and Executive Office Assistant 

Location Turkey-Gaziantep 

Position status: Full-time – 12 Months 

Vacancy: 1

Listing Expiry Date: :19/01/2026 

About IRVD – Alameen

International Wars and Disasters Victims’ Protection Association – Alameen Organization 

Foundation: Alameen organization is a non-governmental non-profit humanitarian organization established in 2012 as a volunteer community initiative by several doctors and academics supporting the late martyr Mohammad Ameen Harsouny, in response to the needs of those affected by the Syrian humanitarian crises and in commemoration of his memory. 

Mission: “Supporting and enhancing healthcare and the well-being of people in need and communities affected by crisis through sustaining healthcare systems, education, and community programs.”  

Vision: Wellbeing for all humanity 

Values: 

• Trustworthy: we have confidence in our colleagues, beneficiaries, and partners. We build, maintain, and strengthen trust through time to allow us and others to feel safe and comfortable. 

• Responsive: We are answerable and liable to our colleagues, partners, and the people we serve. 

• Accountable: we have the moral duty and responsibility to use our resources efficiently.  

• Integrity: we abide by our principles and values; we are honest in our daily work and services provided. 

• Transparency: we share information internally and externally to develop trust and respect. We openly communicate relevant information with concerned parties. 

Our Principles 

Al-amen support all humanitarian principles agreed by the global community: 

• Humanity 

• Neutrality 

• Impartiality 

• Independence 

Licensing and Operations 

Alameen is Officially licensed in many countries such as The United Kingdom, Sweden, The United States, and Turkey. These main offices are officially registered with a charity status facilitating advocacy activities, fundraising opportunities, and spreading our cause loudly everywhere we can.   

Alameen has been also involved in humanitarian responses as operational missions in Turkey, Syria, Lebanon, Yemen, Somalia, Palestine, Sudan, Iraq, Ukraine, and Djibouti over the past years. In these mission offices, Alameen coordination teams operate in coordination and collaboration with local authorities, providing services through three main Humanitarian programs: Health and Nutrition, Protection and Education, and Emergency Response. 

Job Purpose 

To support the Executive Director in administrative and organizational matters, ensure effective coordination between the Executive Management and the Media Office, and monitor staff attendance at the Head Office to ensure administrative discipline and smooth workflow. 

Duties and Responsibilities 

First: Coordination with the Executive Director 

• Daily follow-up on tasks and directives issued by the Executive Director. 

• Coordinating meetings, preparing agendas, and recording meeting minutes when required. 

• Following up on the implementation of administrative decisions and submitting periodic progress reports. 

• Managing incoming and outgoing administrative correspondence related to Executive Management. 

• Organizing and managing the Executive Director’s schedule and official meetings. 

• Maintaining and archiving documents and reports in accordance with approved confidentiality policies. 

• Preparing periodic reports on work progress and challenges. 

• Representing the Executive Director in meetings when officially delegated. 

• Enhancing internal communication and building positive professional relationships. 

• Performing any other duties assigned by the Executive Director within the scope of work. 

Second: Media Office Follow-up 

• Direct administrative coordination with the Media Office to ensure implementation of media plans in line with management directives. 

• Monitoring adherence to timelines for issuing media content and reports. 

• Facilitating communication between the Media Office and Executive Management without interfering in technical or creative content. 

• Preparing periodic administrative reports on the performance of the Media Office. 

Third: Monitoring Head Office Staff Attendance 

• Monitoring daily attendance and departure of Head Office staff. 

• Coordinating with the Human Resources Department regarding leaves, absences, and delays. 

• Preparing monthly attendance reports and submitting them to the relevant management. 

• Contributing to strengthening compliance with internal policies and regulations. 

Required Qualifications 

• A relevant university degree (Business Administration, Public Administration, or equivalent). 

• Ability to communicate in both Arabic and English. 

• At least 3 years of experience in administrative or coordination roles. 

• Strong organizational skills with high attention to detail. 

• Proficiency in computer use and Microsoft Office applications. 

• Effective communication skills and the ability to work under pressure. 

Reporting 

• Reports directly to the Executive Director and work in continuous coordination with the Human Resources Department and the Media Office. 

Required Values 

• Commitment to humanitarian principles. 

• Integrity and transparency. 

• Teamwork spirit. 

• Responsibility and accountability. 

PROFESSIONAL STANDARDS:  

The IRVD and IRVD Staff must adhere to the values and principles outlined in the IRVD Way – Standards for Professional Conduct. These are Integrity, Service, and Accountability. By these values, the IRVD enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation and Combating Trafficking in Persons. 

Compliance & Ethics 

Promote and encourage a culture of compliance and ethics throughout IRVD. As applicable to the position, maintains a clear understanding of IRVD and donor compliance and ethics standards and adheres to those standards. Conducts work with the highest level of integrity. Communicate these values to staff and partners and require them to adhere to them. 

Prevention of Sexual Exploitation and Abuse 

Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within IRVD  

and amongst beneficiaries served by IRVD   

NB: considering the purpose and values of the organization, IRVD requests its complete employee flexibility in terms of duties and commitment, as their job description and title can be adjusted throughout the year according to needs and priorities. 

How to apply: 

if you have any inquiries, please contact us via: [email protected] 

Only shortlisted candidates will be contacted. 

Note: RECRUITMENT IS URGENT: Interested candidates are encouraged to apply as soon as possible and not to wait until the closing date, as interviews will be done on a rolling basis.