Admin and Logistics Assistant

HAMAP-Humanitaire https://hamap-humanitaire.org Halte aux Mines AntiPersonnel (HAMAP)-Humanitaire is a French NGO, established in 1999 in order to contribute to the struggle against mines and the risks it presents to civilian population. HAMAP-Humanitaire is active in 13 countries and pursues a mission of support to local partners from the need assessment, through project conception and to its sustainable implementation. HAMAP-Humanitaire diversified its field of activity, to encompass two sectors: Engineering (WASH, construction, energy) and Mine Action. Requirements and job status Minimum education: Bachelor degree Minimum experience: 2 years Required travel: Within Syria No of jobs: 1 Published date: : 09/11/2026 Deadline date: 23/11/2026 Start date: As soon as possible. HAMAP-Humanitaire reserves the right to close the vacancy before the advertised deadline if a sufficient number of suitable applications has been received. Interested candidates are therefore encouraged to apply as early as possible. Description HAMAP-Humanitaire is seeking a qualified and motivated Admin and Logistics Assistant to support the establishment and day-to-day functioning of its operations in Syria, contributing to the effective implementation of its humanitarian mine action programme. The Admin and Logistics Assistant will be responsible for providing administrative and logistical support to HAMAP-Humanitaire’s activities in Syria, including office administration, procurement, asset and inventory management, travel and accommodation arrangements, and logistical support to programme activities. The position will ensure that administrative and logistics processes are carried out efficiently, transparently, and in accordance with HAMAP-Humanitaire’s internal policies, donor requirements, and applicable national regulations. Under the direct supervision of the Country Coordinator in Syria, the Admin and Logistics Assistant will support the operational needs of the country office and project teams, facilitating the timely provision of goods, services, and administrative arrangements necessary for programme implementation. As HAMAP-Humanitaire establishes its operational presence in Syria, the position will also contribute to setting up and maintaining administrative and logistics systems, ensuring proper documentation and recordkeeping, supporting the establishment of supplier and service provider networks, and strengthening the effectiveness and accountability of support functions. Hierarchical and organizational links: Reports to: Country Coordinator in Syria Technical reporting line: Regional Support Services Manager for Middle East Coordinates with: Regional Finance Officer, programme and technical teams, Regional Security Coordinator, HQ support departments, local implementing partners, suppliers, and service providers. Objective 1: Administration and Office Management To ensure the efficient functioning of HAMAP-Humanitaire’s operations in Syria through effective administrative support, office management, coordination of travel and accommodation arrangements, and maintenance of administrative records and documentation. Contribute to the establishment and implementation of administrative procedures and systems in compliance with HAMAP-Humanitaire’s internal policies and applicable national regulations. Objective 2: Procurement, Logistics and Asset Management To ensure the timely, transparent, and cost-effective procurement and delivery of goods and services required for HAMAP-Humanitaire’s operations and project activities in Syria. Support procurement planning, supplier management, purchasing processes, logistics coordination, and the effective management of organisational assets, equipment, and supplies, ensuring compliance with internal procedures, donor requirements, and established approval mechanisms. Objective 3: Operational Support and Compliance To facilitate effective programme implementation through timely administrative and logistical support to project teams, field activities, training sessions, meetings, and local implementing partners. Ensure accurate documentation, proper recordkeeping, and adherence to organisational and donor requirements, while identifying operational challenges and contributing to the strengthening of administrative and logistics systems and procedures. Main responsibilities Administration and Office Management • Support the establishment and daily administration of HAMAP-Humanitaire’s office in Syria, ensuring the availability of necessary supplies, equipment, and services. • Coordinate office maintenance, utilities, rental arrangements, and service contracts, including follow-up with relevant service providers. • Organise travel arrangements for national and international staff, including flights, accommodation, local transportation, and support with visa and residency procedures. • Maintain administrative records, contracts, official correspondence, and filing systems, ensuring proper documentation and archiving. • Support administrative and legal formalities related to HAMAP-Humanitaire’s registration and operations in Syria, in coordination with relevant staff and legal advisors. • Assist with administrative arrangements for staff onboarding, meetings, workshops, and other organisational activities. • Coordinate the use of the office vehicle and the driver's daily activities, ensuring proper scheduling of movements, regular completion of vehicle logbooks, and timely follow-up on maintenance, fuel consumption, and other vehicle-related requirements in accordance with HAMAP-Humanitaire’s procedures. • Perform other administrative duties as reasonably assigned by the Country Coordinator or Regional Support Functions Manager. Procurement and Logistics • Support procurement planning and process purchases in accordance with HAMAP-Humanitaire’s procedures, donor requirements, and established approval mechanisms. • Prepare and process procurement documentation, including Purchase Requests (PRs), Requests for Quotations (RFQs), quotation analysis, Purchase Orders (POs), and Goods Received Notes (GRNs). • Identify suppliers, collect quotations, conduct basic market assessments, and maintain an updated supplier database. • Follow up with suppliers to ensure timely delivery of goods and services, verifying receipt against approved specifications and orders. • Maintain complete procurement files and ensure that all required approvals, invoices, and supporting documents are properly recorded and archived. • Coordinate transportation and delivery of goods, equipment, and supplies to project locations or implementing partners as required. Asset and Inventory Management • Maintain updated asset and inventory registers, ensuring proper labelling, tracking, and documentation of organisational equipment and supplies. • Monitor office supplies and stock levels, coordinating replenishment as needed. • Conduct periodic physical inventory checks and report discrepancies. • Coordinate equipment maintenance, repairs, transfers, and disposal in accordance with organisational procedures. Programme Support and Coordination • Provide logistical and administrative support for project activities, field missions, assessments, training sessions, and meetings. • Coordinate with programme teams and local implementing partners to identify and address operational and logistical requirements. • Support the logistical arrangements for activities implemented under the consortium project, ensuring timely availability of required materials and services. • Liaise with the Country Coordinator, Regional Support Functions Manager, and Regional Finance Officer on administrative, procurement, and logistics matters. • Identify and report operational challenges, procurement delays, or compliance issues, and support their resolution within established procedures. Risk Management and Authority The Admin and Logistics Assist