Operations Assistant | Damascus, Syria | SEP Project

Job Title/Role: Operations Assistant

Programme: Syria Education Programme II (Manahel)

Background:

The Syria Education Programme II (SEP II), funded by the UK’s Foreign, Commonwealth and Development Office (FCDO) and running until 2027, provides primary school children access to quality, inclusive and sustainable education in conflict-affected areas of Northwest Syria. The project provides comprehensive support to schools and teachers, including pedagogical supervision, learning assessments, psychosocial support, and safeguarding measures. The goal is to foster hope for future generations by investing in capacity-building and models that facilitate learning.

Position Overview: 

The Operations Assistant provides administrative, logistical and coordination support to ensure the smooth functioning of SEP II. The Syria office for SEP II will be newly established in Damascus and will act as the central hub for coordination, operations, management and support to field teams. The Operations Assistant will play a critical role in ensuring the efficient functioning of the office, particularly through maintaining the office space and operational systems, assisting with procurement and administration. This role works closely with project teams, vendors, service providers and ensures compliance with Chemonics policies and FCDO standards and regulations.

Principle Duties and Responsibilities (Essential Functions):

  1. Office Administration
    • Support the physical set up of the Syria office, including procurement of furniture, equipment and supplies.
    • Fulfil office management duties including maintaining and procuring office supplies and equipment.
    • Support the establishment and implementation of office management systems for efficient operations.
    • Supervise vendor responsible for the cleanliness of the offices, hallways, kitchen, restrooms, and meeting rooms on a regular basis to meet health standards.
    • Offer and serve refreshments/beverages to office visitors.
    • Support in maintaining relationships with office building management and maintenance.
    • Receive all visitors and telephone calls and direct them as necessary.
    • Maintain a professional and functional office environment.
  1. Operations, Procurement and Compliance Support
    • Support the development and management of vendor contracts and service agreements.
    • Draft project procurement documents including procurement action requests, negotiation memos, purchases orders, RFQs or RFPs, and fixed price subcontracts.
    • Track procurement requests and ensure timely delivery of goods and services.
    • Assist in inventory tracking and management of all project property.
    • Review vendor invoices and prepare payment packages as needed.
  1. Clerical and Administrative Support
    • Maintain and update SharePoint folders.
    • Perform administrative tasks such as photocopying, mailing, scanning and printing.
    • Receive and distribute accordingly any relevant mail and packages received at the office address.
  1. Logistics and Travel Coordination
    • Assist in coordinating travel and hotel accommodations for project staff and short-term consultants.
    • Assist in the setup and coordination of meetings, workshops and other project related events, ensuring all logistical details are arranged (e.g. venue, catering and transportation).

Perform other duties as required or assigned. 

Qualifications & Experience:

To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily. The qualifications listed below are representative of the required knowledge, skills, and/or abilities needed to perform the principal duties.

  • 2–4 years of experience in administrative or operations roles.
  • Familiarity with donor-funded projects and procurement procedures is an asset.
  • Strong organisational and multitasking abilities.
  • Ability to work in a professional and cordial manner with fellow staff members, visitors, partner institutions including international and local NGOs, governmental entities, support organisations, and the general public.
  • Ability to work independently with minimal supervision, to prioritise multiple work assignments in an extremely fast-paced environment, to meet deadlines, and to exercise professional judgment that reflects positively on the team.
  • Proficiency in Microsoft Office and project management tools.
  • Fluency in Arabic, with strong speaking and writing skills in English.
  • Has the right to work in Syria and based or willing to be based in Damascus.

The Operations Assistant will adhere to and act in accordance with Chemonics’ professional code of ethics, “Living Our Values,” and will make the principles of the code a part of the programme’s culture and operating procedures. They will uphold Chemonics’ programmes’ safeguarding standards at all times and will promote a safeguarding culture among partners, beneficiaries, and staff. They will also foster and maintain good relationships with potential and actual project stakeholders, will disclose any affiliations that could be perceived as a conflict of interest, and will maintain confidentiality regarding program activities.

Reporting:

The Operations Assistant reports to and is directly supervised by the Senior Operations Officer.

Location:

This is a full-time position based in Damascus, Syria.

Application Instructions:

To apply please fill out this form: SEP II Job Application Form by September 30, 2025. If you are unable to access the link directly due to local internet restrictions, please consider using a VPN connection to access and complete the application form.

We will review the applications on a rolling basis. No telephone inquiries, please. Chemonics will contact finalists.

Chemonics is an equal opportunity employer and does not discriminate in its selection and employment practices on the basis of race, colour, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, genetic information, age, membership in an employee organization, or other non-merit factors.

Chemonics values the protection of your personal data. If you are in the European Union, please read our EU Recruiting Data Privacy Notice to learn how we process personal data. You may access the notice via the following link: https://chemonics.com/eu-recruiting-data-privacy-notice/

Further Information

Safeguarding & Pre-employment Checks

Chemonics is committed to safeguarding our staff, associated personnel, and our beneficiaries from all forms of harm including sexual exploitation, abuse, and sexual harassment. We respond with a survivor-centred approach if these forms of harm occur, perpetrated by persons representing Chemonics. Our safeguarding policy applies to all Chemonics staff and associated personnel, including the board of directors, consultants, interns, and sub-awardees both during and outside of working hours.

All our employees /consultants are subject to due diligence checks including but not limited to the Disclosure and Barring Service (DBS) basic check or equivalent overseas police checks and the Inter-Agency Misconduct Disclosure Scheme check

Our Culture

We are dedicated to fostering an inclusive culture rooted in access, belonging, and connection for all our teammates.

Chemonics UK values and celebrates the diversity of our colleagues. We embrace differing perspectives, lived experiences and expertise and believe that everyone should be treated with dignity, respect, transparency and fairness.

We welcome and want to continue attracting diverse talent, recognising that each candidate is unique and ensuring that individuals or groups are not treated differently or less favourably on the basis of specific characteristics. Such characteristics include (but are not limited to) age, disability, gender including transgender, race, religion, sexual orientation, marital status, and how Chemonics UK supports pregnant women and new parents.

Chemonics values the protection of your personal data. If you are in the European Union, please read our EU Recruiting Data Privacy Notice to learn how we process personal data. You may access the notice via the following link: https://chemonics.com/eu-recruiting-data-privacy-notice/.