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.