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 management within an NGO, international organisation or comparable multi-site operational environment.

· Practical experience in employment contract administration, personnel records, payroll preparation, recruitment and HR reporting.

· Good understanding of Syrian labour regulations, employment administration and applicable statutory obligations.

· Experience in dealing with public administrations, official registrations and administrative compliance procedures.

· Ability to organise office administration, coordinate service providers and maintain reliable administrative records.

· Strong Excel skills and familiarity with HR information systems or personnel management tools.

· Ability to supervise or coordinate HR and administrative personnel and collaborate with operational managers.

· Professional working proficiency in English and Arabic.

5. Expected Professional Competencies

· Organisational judgement: Ability to identify administrative priorities, anticipate deadlines and distinguish material compliance risks from routine issues.

· Operational autonomy: Ability to organise priorities, take appropriate initiatives and resolve day-to-day HR and administrative problems without continuous supervision.

· Practical problem-solving: Capacity to develop simple, reliable and workable administrative solutions adapted to operational constraints.

· Collaboration: Ability to maintain constructive working relationships with operational teams, HQ counterparts, public administrations and external advisers.

· Reliability and confidentiality: Commitment to accurate personnel records, professional discretion, data confidentiality and consistent application of organisational procedures.

· Adaptability: Willingness to work in an evolving organisational environment where some systems, procedures and responsibilities remain under development.

6. Initial Priorities

During the initial assignment, particular attention will be given to:

· Assessing existing Syria HR and administrative arrangements, personnel records, tools, contractual practices and outstanding regulatory obligations.

· Establishing a reliable personnel administration system, including structured records for employment contracts, attendance, leave, payroll preparation and statutory requirements.

· Taking over the operational follow-up of employ

Compliance & Ethics
Promote and encourage a culture of compliance and ethics throughout Dünya Doktorları Derneği. As applicable to the position, maintains a clear understanding of Dünya Doktorları Derneği and donor compliance and ethics standards and adheres to those standards. Conducts work with the highest level of integrity. Communicates these values to staff and to partners and requires them to adhere to these values.

Prevention of Sexual Exploitation and Abuse
Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within Dünya Doktorları Derneği and amongst beneficiaries served by Dünya Doktorları Derneği.

NB: Considering the purpose and values of the organisation, DDD requests to its employee complete flexibility in term of duties and commitment, as their job description and job title can be adjusted throughout the year according to needs and priorities.

Applications will be reviewed on a rolling basis.Please be advised that female candidates are highly encouraged.

Dünya Doktorları Derneği is an equal opportunity employer whereby we ensure all hiring and employment decisions, and operates all programs, services, and functions without the practices that discriminate against any person employed or seeking employment based on race, colour, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, disability, genetic information or any other status or characteristic protected under applicable law.

Closure Date: 13.11.2026

Due to the urgency to fill this post, DDD reserves the right to review the CVs on a rolling basis and selected candidates may be interviewed prior to the closing dates listed, therefore early applications are encouraged.
DDD is not in a position to respond to every applicant individually due to the anticipated high number of applications.
Please note that only short-listed candidates will be contacted for the first interview.

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

General Information
DDD retains the discretion to re-advertise the vacancy, to cancel the recruitment, to offer a contract with a modified job description or for a different duration, or to offer a contract at a lower grade.

How to apply

How to Apply:

Please apply with your CV and motivation letter in ENGLISH through our website

https://cv.inoportal.com/DunyaDoktorlari/IlanDetay/528/2