HR Administrative Manager

Dünya Doktorları Derneği Medecins du Monde Turkey (MDM-T) / Dünya Doktorları Dernegi (DDD) is a Turkish based humanitarian non-governmental organisation that facilitates access to healthcare for populations affected by armed conflict, violence, natural disasters, disease, famine, poverty and exclusion. Our organization collaborates with partners and key stakeholders to implement projects that facilitate access to primary and secondary-level healthcare services to respond to the medical needs of displaced population. DDD is the 16th member of the Doctors of the World International Network that is committed to meeting the health needs of vulnerable people globally. Please visit www.dunyadoktorlari.org.tr to learn more. Status:Fixed-term contract Expected Starting Date: ASAP 1. Position Purpose The HR/Administration Manager is responsible for the effective day-to-day management of DDD's human resources and general administrative operations in Syria, ensuring reliable personnel administration, compliance with applicable legal and organisational requirements, and adequate administrative support to field operations. The position contributes to the progressive establishment of DDD's HR and administrative management capacities in Damascus, including the transfer of selected responsibilities currently performed by Istanbul HQ or supported through external service providers. The HR/Administration Manager is expected to combine operational HR and administrative management with the development of practical procedures, tools, records and internal coordination mechanisms adapted to the evolving operational structure of DDD in Syria. 2. Main Responsibilities A. Human Resources Administration and Personnel Management · Coordinate day-to-day HR administration for DDD personnel across Syria. · Ensure the preparation, administration and proper filing of employment contracts, amendments and other personnel documentation. · Maintain accurate and up-to-date personnel records, including employment status, contractual conditions, leave, attendance and other relevant information. · Coordinate payroll preparation, including verification of attendance, contractual entitlements, deductions and other payroll-related information. · Monitor contract expiry dates, renewals and other administrative deadlines. · Support recruitment processes, including vacancy publication, candidate coordination, interview arrangements, contracting and onboarding. · Coordinate staff departures, contract terminations and related administrative formalities. · Ensure consistent application of DDD's HR policies and procedures, in coordination with Istanbul HQ. B. Employment Compliance and Institutional Administrative Liaison · Monitor and coordinate compliance with applicable Syrian employment and personnel administration requirements. · Follow up on employee registration, social insurance, payroll-related declarations and other statutory obligations, as applicable. · Maintain regular working relationships with relevant public administrations and competent authorities concerning HR and administrative matters. · Coordinate with external legal advisers and administrative service providers when required. · Prepare and maintain documentation supporting DDD's institutional registrations, authorisations and administrative obligations in Syria. · Monitor regulatory developments affecting employment and administrative operations, and inform country management and HQ of relevant implications. · Ensure appropriate follow-up of official correspondence, submissions, renewals and administrative deadlines. · Maintain clear records of completed, ongoing and pending regulatory and administrative actions. C. General Administration and Office Management · Coordinate the administrative functioning of the Damascus office and support administrative arrangements in other Syria field locations. · Oversee office management activities, including premises administration, utilities, supplies, service contracts and routine administrative requirements. · Coordinate travel arrangements, accommodation, official visits and administrative support to staff movements when required. · Maintain administrative records, registers, contractual documentation and official correspondence. · Coordinate administrative aspects of office establishment, relocation or expansion. · Support the administration of facilities, equipment and assets in coordination with the relevant logistics and IT functions. · Ensure that administrative expenditures and commitments follow established authorisation and documentation procedures. · Identify administrative bottlenecks and propose practical solutions to maintain operational continuity. D. HR Reporting, Records and HQ Coordination · Establish and maintain reliable HR information and personnel monitoring tools, using appropriate systems or structured Excel-based records where necessary. · Prepare periodic HR reports covering staffing, contracts, recruitment, leave, attendance and other relevant personnel information. · Ensure the accuracy, completeness and confidentiality of personnel records and HR-related documentation. · Coordinate with Istanbul HQ on HR reporting requirements, contractual matters, policy interpretation and administrative compliance. · Provide relevant personnel information for budgeting, workforce planning, donor reporting and internal management purposes. · Support internal reviews, audits and compliance verifications by preparing the required HR and administrative documentation. · Maintain regular communication with the HQ General Services Department, particularly concerning HR administration, organisational procedures and administrative obligations. Istanbul HQ retains institutional HR policy oversight, methodological guidance and the validation responsibilities established under DDD's delegation of authority. E. HR/Administrative Organisation and Capacity Development · Contribute to the progressive transfer of operational HR and administrative responsibilities from Istanbul to Damascus. · Assess existing personnel administration practices, records, tools and workflows across Syria operations. · Establish practical HR calendars, personnel tracking tools, administrative checklists and standard documentation. · Clarify responsibilities and information flows between Damascus, other field locations, country management and HQ. · Supervise and support HR and administrative personnel assigned to Syria operations. · Identify training and capacity development needs among HR and administrative staff. · Propose improvements that strengthen administrative reliability, legal compliance and operational efficiency without unnecessarily complicating existing processes. 3. Working Relationships and Responsibilities The HR/Administration Manager operates within the Syria Country Mission's management structure, under the direct managerial and operational authority of the Country Director. The position maintains functional working relationships with the HQ General Services Department, particularly concerning HR policies, personnel administration, employment compliance, organisational procedures and administrative reporting. The HR/Administration Manager works closely with the Finance Manager on payroll preparation, personnel cost monitoring and employment-related financial obligations, and with operational and field managers on staffing and administrative support requirements. The position also coordinates, as necessary, with legal advisers, public administrations and external service providers, ensuring that institutional commitments and administrative decisions remain within established delegations of authority. 4. Required Qualifications and Experience · Relevant university qualification in human resources, business administration, management, law or a related field. · Demonstrated experience in HR administration and general administrative man