Job Opportunity at Madaniya - Admin and Logistics Officer

Employer: Madaniya 

Job title: Admin and Logistics Officer  

Location: Damascus - Syria 

Reporting: Operations, Finance, and HR Manager  

Contract: Short-term contract with possibility to extend 

Deadline: 12 October 2025 

Start Date: As Soon As Possible 

Who is Madaniya 

Madaniya is a network of 250+ member organisations working to reclaim political agency within Syria’s civic space.  

Job Summary: 
The Admin and Logistics Officer will report directly to the Operations, Finance, and HR Manager and will work in close coordination with the Programme Manager to ensure effective logistical and administrative support for program activities.  

Duties, Responsibilities, and Tasks: 

Procurement & Logistics  

• Support logistics arrangements for events, trainings, and program activities.  

• Respond to procurement and logistics requests related to supplies, materials, and services.  

• Ensure all procurement requests are accurately completed and documented, including PRs, POs, quotations, bid analysis, invoices, and delivery reports in compliance with organizational regulations.  

• Maintain a system to track open and closed procurement requests, ensuring transparency and timely processing.  

• Maintain and regularly update a database of reliable vendors and service providers.  

• Report procurement delays and propose solutions in coordination with the Madaniya team.  

• Support staff travel plans inside Syria in coordination with relevant team members.  

• Perform periodic facility checks for Madaniya’s headquarters and coordinate maintenance services as needed.  

Administration & Finance  

• Process and manage cash advances, liquidations, and ensure accurate financial documentation (invoices, exchange rates, etc.) in accordance with Madaniya’s policies.  

• Maintain efficient inventory tracking for equipment and supplies, reporting any loss or damage immediately.  

• Oversee the use of Madaniya’s headquarters during events and workshops, ensuring spaces are properly set up and equipped. Support hosted organisations in delivering their events by coordinating logistics, liaising with vendors and service providers, supervising janitorial support (including managing timesheets), and ensuring all safety and security procedures are followed. 

• The officer will also be responsible for registering and maintaining accurate attendance records for all events and meetings organised or hosted by Madaniya. 

Reporting & Coordination  

• Submit regular updates to the supervisor on procurement, logistics, finance and administrative matters through briefings and reports.  

• Support other tasks as requested to ensure smooth program operations and logistics.  

Education and Experience:   

• Bachelor's degree in business administration, Social Sciences, Logistics, or a related field is desirable.  

• A minimum of 3–5 years of relevant experience working with humanitarian NGOs is required, preferably in a similar administrative and logistics coordination role.  

Required Skills:   

• Fluency in Arabic and English, both written and spoken.  

• Excellent attention to detail and high standards of accuracy.  

• Strong organizational and time management skills, with flexibility to learn and take on new tasks.  

• Ability to work well under pressure, meet deadlines, and manage multiple tasks simultaneously.  

• A positive and professional attitude, with a strong spirit of teamwork.  

• Proficiency in Microsoft Office (Word, Excel, Outlook) and inventory management tools.  

• Good knowledge of cloud and data-sharing applications (e.g., Google Drive, Dropbox).  

• Excellent interpersonal and oral communication skills.  

• Ability to develop and implement vehicle/transportation monitoring tools.  

Application Instructions 

To apply for the role, please send a cover letter along with your CV, stating your relevant experiences and skills to info@madaniya-csn.org. 

Please ensure your CV and cover letter are sent as PDF documents with the titles “Name – Cover Letter” and “Name - CV” and indicate “Madaniya – Admin and Logistics Officer” in the email subject line.  

The deadline for applications is 12 October 2025.  

Job Opportunity at Madaniya - Operations, Finance, and HR Manager

Employer: Madaniya 

Job title: Operations, Finance, and HR Manager 

Location: Flexible, preferably in London  

Reporting to: Chief Executive Officer (CEO)  

Contract: Permanent 

Annual Salary: £32000 to 37000 (based on location and experience) 

Deadline: 31 December 2023 

Start Date: As Soon As Possible 

Who is Madaniya 

Madaniya is a Syrian-led, Syrian-funded initiative, independent of political and foreign influence, aimed at enhancing the political agency of the Syrian civic space. Our Mission is to protect our civic space and support the pioneering role of civil society in building Syria’s future. Our vision is for an inclusive, democratic and sovereign Syria, whose citizens are all equal under the rule of law. Madaniya mobilises Syrian civic actors inside and outside Syria around a shared set of rights-based values to organise within a unifying civic space that transcends divisions and fosters a sense of ownership and belonging. By capitalising on the collective resources, capacities, knowledge, and political influence of Syrian civic actors, Madaniya works to ensure a leading role for Syrians in Syria related decision- making processes on the local, regional, and international levels.  

Job purpose 
 Madaniya, an equal opportunity employer, is seeking an Operations, Finance, and HR Manager to take on a full-time position to support its organisational development. This is a promising role for an entrepreneurial and experienced manager who will help develop and manage the operations, finance, and HR systems, structures, and procedures as Madaniya takes shape and grows. We are seeking a capable self-starter who is willing to take the initiative, do the research, find solutions and implement them. The successful candidate will join a small and dynamic team of professionals and be part of an inclusive and nurturing work environment.  

In consultation with and under the supervision of the CEO, the Operations, Finance, and HR Manager will carry out the following tasks. 

1. Operations and Compliance Management 

• Develop and implement efficient operational systems to support Madaniya's organisational growth. 

• Update and suggest changes to systems to support and improve work, including manuals, standard operating procedures, and processes. 

• Streamline internal processes, ensuring smooth day-to-day operations. 

• Ensure compliance with legal and regulatory requirements. 

• Leverage technology for process improvements and streamlined operations. 

• Help create and maintain accurate and up to date data sharing and archiving systems which allow instant access yet ensure confidentiality and safety and security of data. 

• Troubleshoot problems where possible and escalate/source appropriate expert support where needed. 

• Organise board and team meetings, ensuring supporting documents are distributed on time and meeting and action minutes are taken where required. 

• Create and manage the contents of an annual calendar of events and activities ensuring this is kept up to date at all times. 

• Assist with the organisation and logistical arrangements of events and visits to international stakeholders as required.  

• Manage the ‘info@’ email inbox, responding to external queries in a timely manner and ensuring requests are logged and escalated as appropriate. 

• Be first point of contact for, and manage the day-to-day relationships with external consultants, suppliers and service providers. 

• Receive and respond promptly and efficiently to routine enquiries, whether by email, phone or letter. 

• Provide general support in other areas as required to ensure Madaniya functions effectively across all areas. 

2. Financial Management and Bookkeeping: 

• Oversee the opening and maintenance of bank accounts for Madaniya, ensuring compliance with regulatory requirements. 

• Manage day-to-day financial transactions, including deposits, withdrawals, and transfers. 

• Carry out bookkeeping using relevant software and maintain accurate financial records.  

• Work closely with the executive team to ensure accurate recording and reconciliation of all financial activities.  

• Liaise with banking institutions to address issues, reconcile statements, and optimise banking relationships. 

• Implement and enforce financial controls to maintain financial integrity.  

• Manage financial compliance, accounting, and reporting, adhering to regulatory standards. 

• Facilitate external audits and maintain audit readiness to uphold financial transparency. 

• Communicate proactively with the CEO and relevant stakeholders on financial matters.  

• Keep abreast of changes in banking regulations and implement necessary adjustments to maintain compliance. 

• Collaborate with banks to explore opportunities for favorable terms, including reduced fees and enhanced services. 

3. Human Resources Management: 

• Lead HR functions, including recruitment, onboarding, and performance management. 

• Ensure compliance with employment laws and regulations, creating a positive and inclusive work environment. 

• Develop and implement training programs to enhance the skills and capacities of Madaniya's executive team and board members. 

• Foster a collaborative and inclusive work environment, promoting teamwork and professional development. 

Please note that this job description serves only as a guideline of responsibilities and is not a definitive list. The role and its associated tasks will evolve as Madaniya grows.   

Skills 

Essential 

• 5 years of experience in operations, finance, and HR management, preferably working in the Syrian context.  

• Bachelor’s degree in a relevant subject (e.g., Management, Finance, etc.).  

• Ability to think strategically, plan, prioritise and organise in a clear and structured way under time constraints. 

• Flexibility and problem-solving ability to work in a flexible, dynamic, and fast-growing environment. 

• Excellent written and verbal English skills. 

Desirable 

• Experience of working within a membership organisation. 

• Excellent written and verbal Arabic skills. 

Application Instructions 

To apply for the role, please send a cover letter along with your CV, stating your relevant experiences and skills to info@madaniya-csn.org. 

Please ensure your CV and cover letter are sent as PDF documents with the titles “Name – Cover Letter” and “Name - CV” and indicate “Madaniya – Operations, Finance, and HR Manager” in the email subject line.  

The deadline for applications is on 31 December 2023.