Syria Civil Defence / The White Helmets 

The Syria Civil Defence (SCD), also known as The White Helmets, is a grassroots, community-driven initiative established in response to the Syrian crisis. We are from the people and for the people, committed to doing whatever we can, wherever we can, for as long as we can, to protect and alleviate the suffering of civilians, regardless of their identity or background.

Our organization currently comprises more than 3,000 volunteers and staff operating through community-based centers and specialized teams, including 39 women’s centers, supported by management and coordination offices across Syria and overseas.

Our teams provide critical services and comprehensive programs under three business lines:

Emergency response: pillar includes women’s centers, emergency medical services, search and rescue operations, firefighting, and more.

Community resilience: encompassing early recovery and mine action programs, climate change adaptation, and localization and community empowerment.

Human Rights and Peace Building: Includes evidence collection and archiving, investigation support and case building, and advocacy and research

All services are delivered in adherence to international humanitarian standards, ensuring neutrality, independence, equality, and impartiality.

SCOPE OF WORK

The Executive Assistant will provide high-level administrative and operational support to the Deputy General Manager and act as a central liaison between the Deputy General Manager, the Board of Directors, and other internal and external stakeholders. The role ensures smooth daily operations, coordination of strategic initiatives, and efficient communication and governance processes.

Terms of Reference: 

• Duty station: Damascus, Syria
• Line manager: Deputy General Manager
• Line management Responsibility: N/A
• Full-time/Part-time: Full-time

Tasks and activities:

Under the direct supervision of the Deputy General Manager, the Executive Assistant will perform the following duties:

• Provide executive-level administrative support to the Deputy General Manager, including managing schedules, correspondence, and travel arrangements.

• Act as a key liaison between the Deputy General Manager and the Board of Directors, Executive management and the Supervisory Board, managing board and senior management meetings, preparing minutes, and assisting with governance processes.

• Assist in the preparation of reports, presentations, and documents for internal and external stakeholders.

• Monitor and manage deadlines and tasks associated with strategic initiatives, ensuring the Deputy General Manager is well-prepared for meetings and events.

• Organize and coordinate high-profile events, meetings, and conferences.

• Conduct research and prepare background materials for meetings and decision-making discussions.

• Handle confidential and sensitive information with the utmost discretion.

• Oversee special projects or initiatives on behalf of the Deputy General Manager.

• Assist with donor relations and external communications, including drafting official correspondences.

Required qualifications: Education, Experience and Competencies:

• A bachelor’s degree in business administration, management, or a related field.

• Minimum of 3-5 years of experience in an executive assistant role or a similar role, preferably in a non-profit organization.

• Strong organizational and communication skills.

• Excellent written and verbal communication skills in English.

• Conversational level in Arabic is required.

• Ability to work independently, handle multiple priorities, and manage tight deadlines.

• Time flexibility and ability to work remotely across different time zones.

• Proficiency in Microsoft Office Suite and online collaboration tools.

• High degree of professionalism, discretion, and confidentiality.

How to Apply:

If you are interested in applying for this position, please fill out the application form and attach your CV and a covering letter explaining your background, suitability for the role and interest in what we do.

Closing date for application: 31 December 2024.

Syria Civil Defence-The White Helmets believes in achieving diversity in its workforce by encouraging all qualified applicants, both male and female, to apply for announced vacancies.

Syria Civil Defence -The White Helmets is committed to its employees and volunteers, ensuring they are not subject to sexual exploitation or abuse in exchange for the services they provide. Additionally, they are responsible for safeguarding children from harm and abuse, ensuring a safe environment for them. The organization strives to create a secure work environment for everyone, free from any form of harassment, harm, exploitation, or misconduct during work that may undermine the dignity and safety of volunteers and employees.

Only shortlisted applicants who meet the required job qualifications will be contacted.

Please note that due to the urgency of this position we will review the applications regularly and we do reserve the right to close this advertisement early; the closing date will be upon successful recruitment.  

Only shortlisted applicants who meet the required job qualifications will be contacted.