Accountabilities and Specifications: 

• Write and/or check official letters, reports and other documents related to the Mission
• Arrange and confirm appointments, keep a diary of absences, meetings and holidays up to date.
• Maintain a call register (incoming and outgoing) informing the individuals about the calls received during his/her absence.
• Take and prepare minutes of meetings.
• Manage all incoming /outgoing mail/packages/faxes, ensuring a proper registration and delivery to internal or external recipients.
• Monitor the person in charge of the mail and check the receipts, as well as the courier company and perform billing for services rendered.
• Manage office stationary supply and place orders on time to avoid running out of stock.
• Supervise the printing of copies and binding of documents.
• If the absence of a receptionist, welcome guests and visitors, ensuring that the reception area is in good, clean condition
• Inform supervisors in the case of any incident / problem. 

• Help to organize internal and external events (meetings, presentations, etc) in sending invitations, ordering the catering, arranging accommodation, etc.

Overall Accountabilities

• Support HR/FIN Manager with day-to-day Adminstration tasks as per need.
• Support on HR and financial day-to-day tasks (Regular and/or emergency interventions) due to the increased actitivies of the IDP response. Day-to-day tasks can include, but not limited to; Calling Daily Workers, scanning of documents, organise meetings/events, staff filing HR and Financial documents and other as per request.

Translation

• Support on translating documents to/from English/Arabic. Including, but not limited to, for example: Invoices, recruitment documents, contracts,
• Support as translator in meetings and/or interviews as per need.

Women Safe Space 

• Support the Women Safe Space Committee in Raqqa, for bi-weekly discussions, on how to create a safe and empowered working culture for females in THE ORGANISATION Raqqa.
• Suppport implementing findings in the Women Safe Space report (2024), and/or other topics from the Women Safe Space COmmitttee, in collaboration with HR Manager.

Supporting wider Administration Staff

• Support implementation of new Cleaning and Cooking Protocols, according to improved IPC guidelines and daily, weekly, monthly schedules for the Cleaners and Cooks. 

Reaching HR and/ or Finance Assistant Level (Gap Covering and Training)

• The goal is for the Secretary to be trained during 2025 to reach HR and Fin Assistant level of knowledge, in order to fill gaps when HR and/or Finance Assistant are being absent/leave/trainings/detachemnts.
• In the future, the goal is for the Secretary postion to be a stepping stone to reach HR and/or Finance Assistant   function, when the HR and/or Fin Assistants would find new opportunities.
• Covering gaps as HR and/or Finance Assist when needed. Partly or fully.