Position: Admin Support & Driver

Duty Station: Hatay

Line Manager: Senior Logistics Officer

GENERAL POST DESCRIPTION:

Admin support & driver is responsible for premises and fleet management; he/she supports movements, office management.

Functional and hierarchical reporting lines

The Admin support & driver is supervised by the Senior Logistics Officer, he/she collaborates with: logistics department, finance department, landlords, suppliers (car rental, travel agency, etc.).

PRINCIPAL RESPONSIBILITIES AND TASKS:

Office & GH Management

• Making sure all fees related to running the mission premises are paid on time or prepaid
• Follow-up cleaning, maintenance and repairs of premises and its reporting to SLO
• Proactive searching for new solution for maintenance, repairs, office set up, supplies
• Responsible for monthly small purchases of office & GH
• Support and follow up cash advance management
• Responsibility for Logistic related payments in Hatay office

Vehicle Management 

• Ensure that all the fees related are payed on time such as highway, cleaning, parking, etc.
• Following and checking vehicles weekly cleaning, vehicle weekly checklist
• Logbooks archiving and crosscheck, fuel consumption check and planning
• Car maintenance requests crosscheck and reporting. Ensure that all regular maintenance is done on time by car rent supplier

Driver

• Safely transport personnel, materials, and equipment following designated routes and schedules.
• Adhere strictly to traffic laws and regulations during all driving activities.
• Maintain the assigned vehicle in optimal condition, conducting regular checks, repairs, and preservation measures.
• Ensure the vehicle is adequately fueled, clean, and well-maintained at all times.
• Assist in loading and unloading materials and equipment, ensuring their preservation during transit.
• Keep detailed records of mileage, fuel consumption, and vehicle maintenance activities.
• Collaborate with administrative staff for logistical support and coordination.

Movement Support

• Organizing transportation from and to places of project implementation and make sure that there is always one backup option for transportation
• Organizing visits and newcomers’ trips and transportation and make sure that all the documents, tickets, phones, information, maps etc. are available for them
• Organizing accommodation for visitors and newcomers and other staff ad hoc make sure and organize proper allocation of flats and guesthouses (accommodation) in respect to needs
• Be available on the mobile phone during the period of the transportation or visitors or newcomer’s arrival of departure to make sure that everything was done successfully
• Movement coordination and reporting of the Gaziantep staff, cars. Equipment etc.

Office Support

• Responsibility for keys (cars, offices, guesthouses and flats). Responsibility that in office there is enough spare keys at specific place with full description
• Coordination of the movement of staff, documents and assets for Gaziantep office
• Collecting quotations for small purchases
• Prepare and keep available a list of companies related to any repair request (locksmith companies, taxis available 24/7, plumbers/electricians available 24/7 in case of emergency

Other 

• Other tasks assigned by employee’s Line Manager corresponding to actual needs of the mission, programs, and projects
• Substitute relevant colleagues (fully or partially) during their absence when assigned by employee’s Line Manager
• Understand and adhere to the mission’s National Staff Handbook, PIN Code of Conduct, PIN Key Policies and relevant guidelines.

Required Skills

• Familiarity with the humanitarian context affecting Turkish population
• Applicants should be Turkish Citizens
• Ability to work independently, and produce quality work consistently
• Confident, self-driven and a team player
• Good communication, organization and interpersonal skills with the ability to easily establish and maintain key relationships with relevant units and stakeholders
• Accuracy and attention to detail
• Cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures
• Stress management and ability to meet deadlines

Qualifications

• At least 4 years of experience in similar positions
• At minimum high school degree
• Fluency in Turkish language (mandatory) and English language (advantage)

How to apply?

Interested Qualified candidates can submit their CVs application through URL link mentioned above.

Kindly note that:

• Only shortlisted candidates will be contacted with.
• Due to the urgency of this hiring, interviews will be conducted on a rolling basis and the vacancy will be closed when filled.
• Candidates applying are required to have the legal right to work in Turkiye.

People in Need staff are expected to perform job responsibilities in alignment with the PIN Code of Conduct and Key policies which are firmly dedicated to creating a work environment free from any form of unwelcome conduct, such as sexual harassment, exploitation and abuse, lack of integrity, and financial misconduct.

Moreover, we are actively engaged in promoting the well-being and welfare of both children and adults involved with People in Need. It is expected that all staff members comply with the People in Need Code of Conduct and Key policies outlined at: https://www.peopleinneed.net/key-policies-4142gp.

Alongside this commitment, People in Need aims to safeguard data protection by implementing robust measures to secure and protect personal information.

We adhere to strict data protection protocols to prevent unauthorized access, misuse, or disclosure of personal data.

(For More Information:  https://www.peopleinneed.net/personal-data-protection-policy-1s)