Administrative Officer – The White Helmets

ABOUT THE WHITE HELMETS

Stichting White Helmets Foundation (SWHF) is a non-profit organization registered with the Amsterdam Chamber of Commerce since 2019. The Foundation works to support communities and individuals affected by conflict and disaster, advance justice and human rights, and promote recovery, social cohesion, and resilience in post-conflict contexts.

SWHF is a member of the White Helmets group. Its work has primarily focused on Syria through the Syria Civil Defence (SCD). As part of Syria’s ongoing transition, the emergency response and civil defence functions of the White Helmets have been fully integrated into the Syrian Ministry of Emergency and Disaster Management.

SWHF will continue its non-emergency programming as an independent non-governmental organization operating in the Netherlands and Syria. Its current programmatic portfolio includes four core areas: Transitional Justice, Missing Persons, Cultural Heritage Protection and Preservation, and Community Resilience and Social Cohesion.

As part of this transition, SWHF will rebrand under a new name, Truth Guardians.

SWHF is an equal opportunities employer. Applications are encouraged from all suitably qualified candidates regardless of sex, race, disability, age, sexual orientation, gender identity, religion or belief, or marital status.

Further information about us can be found at www.whitehelmets.org

SCOPE OF WORK

The holder of this position will have a diverse role where you take up office management, staff, procurement, and general administrative tasks. You are self-motivated, proactive, quick-thinking, flexible, and able to juggle multiple and varied responsibilities with an unwavering attention to details at all times.

TERMS OF REFERENCE

• Duty station: The Hague, Netherlands
• Line manager: Operations Manager
• Line management Responsibility: N/A
• Full-time/Part-time: Full-time

Tasks and activities:

• Office coordination and management of office facilities.
• Monitor the SWHF calendar and schedule appointments.
• Manage office supplies, security protocols and safe logs.
• Organise the filing system for important and confidential documents.
• Coordinate travel arrangements for the SWHF team in accordance with SWHF policy and
donor requirement; provide support to coordinating and visiting staff from other WH’s
offices.
• If necessary, coordinate with a travel agency. Work closely together with other departments and/or organizations and (co-)organize meetings, events, and activities.
• Ensure a smooth-running and execution of events, meetings and trips.
• Purchase goods and services for office in accordance with SWHF’s internal procurement policy, and donor requirements’ rules and regulations.
• Control SWHF’s inventory of physical assets in the office including staff equipment.
• Support the facilitation of mutually beneficial relationships with Dutch stakeholders, such as other NGO’s, research centres,  policy makers and possible donors by bridging language barriers and cultural differences and connect them to the appropriate person within the WH.
• Attend relevant internal and external meetings, events, and activities if officially requested.
• Support HR in review employment and working conditions to ensure legal compliance.
• Support in monitor effective orientation and onboarding for new employees.
• Support in employee records (attendance, data, etc.) according to policy and legal requirements.

Required qualifications: Education, Experience and Competencies:

• BA in business administration, psychology, social administration or relevant field desirable.
• Knowledge of HR functions (pay & benefits, recruitment, training & development etc.) and good understanding of labour law in the Netherlands and EU desirable.
• Proven experience as Administration Officer or experience in administration, procurement, logistics (preferably in an NGO/grant funded organisation).
• Outstanding organisational and time-management abilities.
• Able to manage multiple activities and identify priorities, meet deadlines, and solve problems with shifting and competing values in a complex environment.
• Cross-cultural communication and interpersonal skills, and able to interact professionally with culturally diverse staff and stakeholders.
• Fluent in Dutch and English (spoken and written).
• Ability to perform clerical work with a high degree of accuracy and attention to details.
• High sense of confidentiality, reliability, and discretion.
• Integrity and sharing of SWHF’s values and ethical standards.

How to Apply:
The position is open to candidates with valid work and residence permits in the Netherlands
and/or EU