Admin Worker - Homs
--MedGlobal TR--
Job Title: Admin Worker
Job location: Syria – Homs
Reports to: Program Implementation Officer
JOB SUMMARY
The Admin Worker is responsible for the day-to-day administrative management of the assigned center and for maintaining accurate, complete, and secure project data and records. The role includes administrative follow-up of staff, organizing beneficiary appointments and center workflow, maintaining documentation and databases, and compiling and submitting required data and reports to the MEAL Department.
The Admin Worker also coordinates with the Program Department to support smooth project implementation and timely completion of administrative and reporting requirements.
MAIN DUTIES AND RESPONSIBILITIES
The Admin Worker has the following responsibilities and duties:
1. Manage the daily administrative operations and workflow of the center and provide administrative follow-up of staff, including attendance, schedules, timesheets, leave requests, and required documentation.
2. Organize and confirm beneficiary appointments and coordinate service schedules with the center team.
3. Maintain accurate and organized administrative, beneficiary, service, and project records in approved electronic databases and hard-copy filing systems.
4. Enter and regularly update beneficiary and service data in the required databases and systems, including Excel, KoBo, or other MedGlobal-approved platforms.
5. Review submitted forms and records for completeness, accuracy, and missing information, and follow up with the responsible staff member to complete or correct the source documentation.
6. Compile and submit center data and required periodic reports to the MEAL Department according to agreed reporting schedules and deadlines.
7. Coordinate regularly with the MEAL Department on data quality, verification, corrections, and reporting requirements.
8. Coordinate with the Program Department regarding project implementation, activities, documentation, operational challenges, and reporting requirements.
9. Maintain organized and secure electronic and hard-copy beneficiary files and follow up on the proper completion and closure of records.
10. Ensure strict confidentiality, data protection, and secure handling of beneficiary and staff information at all times.
11. Coordinate with HR, Finance, Logistics, and other relevant departments regarding center administrative and operational needs.
12. Support meetings, trainings, monitoring visits, and other project activities and provide required administrative documentation.
13. Comply with MedGlobal policies, including safeguarding, PSEA, child protection, confidentiality, and data protection requirements.
14. Perform other relevant administrative and data-management duties assigned within the scope of the position.
QUALIFICATIONS AND SKILLS
Should have the following skills, education, and experience:
· Bachelor's degree in business administration, Computer Science, Health Administration, Psychology, Social Work or a related field.
· At least two years of relevant experience in administration, data management, or program support; experience in health, MHPSS, protection, or humanitarian programs is preferred.
· Good knowledge of data collection, data entry, documentation, filing, and database management.
· Good proficiency in Microsoft Word and Excel; experience with KoBo, Power BI, or other data management systems is an asset.
· Strong organizational skills, attention to detail, and ability to manage multiple tasks and meet reporting deadlines.
· Good communication and coordination skills and ability to work effectively within a multidisciplinary team.
· Ability to handle sensitive beneficiary information with strict confidentiality.
· Fluency in Arabic; working knowledge of English is an asset.
ABOUT UITYD
UITYD is a global humanitarian non-profit organization providing medical and health education services to people in need, including refugees and displaced persons, in disaster and underserved regions. The organization is composed of medical and public health professionals of diverse backgrounds.
CODE OF CONDUCT
UITYD Code of Conduct reflects the profession’s core set of beliefs and values of care, respect, trust, and integrity. These beliefs and values are fundamental to UITYD employees, volunteers, interns, consultants, and contractors to guide their practice and conduct. The Code is organized into categories, as follows:
1. Always act with fairness, honesty, integrity, and openness; respect the opinions of others and treat all with equality and dignity without regard to gender, race, color, creed, ancestry, place of origin, political beliefs, religion, marital status, disability, age, or sexual orientation.
2. Provide a positive and valued experience for those receiving service within and outside UITYD.
CHILD PROTECTION POLICY
Child abuse in all forms is unacceptable to UITYD, which recognizes its responsibility to protect children from harm in all areas of its work. UITYD is committed to ensuring a child-safe environment and is applying a zero-tolerance approach towards any kind of child abuse and exploitation.
DISCRIMINATION, ABUSE AND HARASSMENT POLICY
UITYD provides equal employment opportunities to all employees and applicants for employment and expressly prohibits and will not tolerate any form of discrimination, abuse, harassment (sexual or otherwise), based upon race, ethnicity, religion, religion, national origin, gender, age, marital status, citizenship status, disability, or military status. UITYD employees and related personnel must under no circumstances take part in any form of discrimination, harassment, or abuse (physical, sexual or verbal), intimidation or exploitation, or in any other way infringe the rights of others inside or outside the organization.
Safeguarding & Code of Conduct
All UITYD employees must adhere to PSEA's protection policies
Principles and rules of conduct. Strict compliance with safety and ethical standards is required.