Job Title: Admin Assistant (Maternity Leave Coverage)
Job style: Full-Time
Job location: Turkey – Gaziantep
Reports to: ERP Manager
ABOUT MEDGLOBAL
MEDGLOBAL is a global humanitarian non-profit organization providing medical and health education services to people in need, including refugees and displaced people, in disaster and underserved regions. The organization is composed of medical and public health professionals of diverse backgrounds.
CODE OF CONDUCT
MEDGLOBAL Code of Conduct reflects the profession’s core set of beliefs and values of care, respect, trust, and integrity. These beliefs and values are fundamental to MEDGLOBAL employees, volunteers, interns, consultants, and contractors to guide their practice and conduct. The Code is organized into categories, as follows:
- Always act with fairness, honesty, integrity, and openness; respect the opinions of others and treat all with equality and dignity without regard to gender, race, color, creed, ancestry, place of origin, political beliefs, religion, marital status, disability, age, or sexual orientation.
- Provide a positive and valued experience for those receiving service within and outside MEDGLOBAL.
CHILD PROTECTION POLICY
Child abuse in all forms is unacceptable to MEDGLOBAL, which recognizes its responsibility to protect children from harm in all areas of its work. MEDGLOBAL is committed to ensuring a child-safe environment and is applying a zero-tolerance approach towards any kind of child abuse and exploitation.
DISCRIMINATION, ABUSE AND HARASSMENT POLICY
MEDGLOBAL provides equal employment opportunities to all employees and applicants for employment and expressly prohibits and will not tolerate any form of discrimination, abuse, harassment (sexual or otherwise), based upon race, ethnicity, religion, national origin, gender, age, marital status, citizenship status, disability, or military status. MEDGLOBAL employees and related personnel must under no circumstances take part in any form of discrimination, harassment, or abuse (physical, sexual or verbal), intimidation or exploitation, or in any other way infringe the rights of others inside or outside the organization.
JOB SUMMARY
Admin Assistant of MEDGLOBAL plays a vital role in facilitating communication between stakeholders, supporting HR and finance functions, and ensuring compliance with organizational and local policies.
This position requires strong organizational, communication, and problem-solving skills to support MEDGLOBAL’s humanitarian mission effectively.
Key Responsibilities:
- Follow up and update a comprehensive database on the workforce of the EPI at all levels.
- Opening records of incoming and outgoing mail and working on saving and archiving copies of incoming and outgoing external correspondence.
- Keeping copies of the annual work plans and annual, and monthly reports of all immunization reports.
- Receiving telephone calls, arranging the schedule of the program manager, and preparing virtual meetings.
- Writing minutes of physical and virtual meetings
- Establishing and following a basic database at all levels with documentation and preservation
- Executing any other task issued by the administration.
- organizing employee files and ensuring their completion, preservation, confidentiality and archiving electronically and on paper – organizing and updating the employee database on an ongoing basis – archiving – sending and receiving emails
- Doing the necessary duty for the recurring periodic work (organizing the staff schedule – payroll schedules – work schedules – work assignments – vacations) and submitting them to the direct manager
- Assisting with day-to-day operations of the HR functions and duties
- Another HR duties determined by MEDGLOBAL Head Manager
Qualifications and Requirements
Education: Bachelor’s degree. Relevant experience may be considered instead of a degree.
- Experience: At least 3 years of experience in adminstration or related roles, preferably within the health sector or humanitarian context.
Language Skills:
- Fluency in English and Arabic (written and spoken).
Technical Skills:
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
- Familiarity with supply chain and logistics management software is an advantage
Soft Skills:
- Strong communication and interpersonal skills.
- Excellent organizational and time management abilities.
- Ability to work effectively under pressure and meet deadlines.
Key Competencies
- Strong problem-solving and analytical skills.
- Ability to multitask and prioritize tasks effectively.
- High level of integrity and commitment to organizational values.
- Team-oriented mindset with the ability to work independently.