Human Resources Administrative Assistant

Country: Syrian Arab Republic Organization: Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH Closing date: 28 Oct 2026 Job description GIZ has been operating in Syria since 1976. It has thus established valuable contacts in civil society and garnered experience that is now crucial for supporting the country. From 2013 onwards, it worked without government involvement with the assistance of local non-governmental organizations. Despite the difficult conditions, GIZ has consistently contributed to improving people’s living conditions. In view of the developments since December 2024, which have led Syria into a decisive phase of transformation, GIZ reopens its Country Office in Damascus in 2026. It is currently implementing 14 projects on behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ) and the Federal Foreign Office (FFO), with co-financing from the European Union and other donors. From 2026, the portfolio is planned to be expanded by several new projects. The HR Unit of GIZ Country Office Syria supports the full employee lifecycle, including recruitment, onboarding, personnel administration and staff development. Your tasks As HR Administrative Assistant, you support the team with day-to-day administrative tasks, document management and scheduling. Working under the guidance of HR colleagues, you help maintain accurate personnel records, prepare recruitment activities and ensure timely administrative follow-up. Personnel files and document management • Maintain and organise physical and electronic personnel files in accordance with GIZ filing procedures and confidentiality requirements. • Scan, copy, label, upload and archive HR documents, ensuring that records are complete, accurate and easy to retrieve by authorised colleagues. • Check documents, follow up on missing documents or signatures and flag discrepancies to the responsible HR colleague. Recruitment and appointment coordination • Schedule interviews, written assessments and HR meetings, coordinating availability with candidates, panel members and colleagues. • Prepare interview documents, candidate information, meeting rooms and online meeting links, and support the practical arrangements for assessments. • Send invitations, reminders and standard correspondence using approved templates and instructions, and maintain recruitment schedules and tracking lists. • Printing of GIZ ID and business cards and employment letters General HR administration and support • Support onboarding and offboarding by preparing document packages, coordinating appointments and following up on administrative checklists. • Prepare routine HR correspondence and documents using approved templates for review by the responsible HR colleague. • Enter and update employee information, approved leave records and other administrative data in HR systems and tracking lists, as instructed. • Collect and organise supporting documents for payroll, insurance and other personnel processes for review and processing by HR colleagues. • Support the organisation of induction sessions, training activities and staff meetings, including invitations, attendance lists and materials. • Receive routine administrative enquiries, provide information on submission procedures and refer substantive HR questions to the responsible colleague. • Perform other administrative and support tasks appropriate to the position, as assigned. Your profile (required qualifications, competencies and experience) • Bachelor’s degree in human resources, psychology, business administration, public administration or a related field. • First experience in administrative or office support; experience in HR administration is an advantage. • Experience in maintaining filing systems, handling documents and coordinating appointments. • Good working knowledge of MS Office, particularly Word, Excel, Outlook and Teams; familiarity with digital filing systems or HR databases is an advantage. • Strong organisational skills and attention to detail, with the ability to manage routine tasks and follow up reliably on deadlines. • A cooperative, service-oriented approach, clear communication skills and willingness to learn. • Excellent command of written and spoken English and Arabic. How to apply Additional information The following minimum requirements for applications need to be fulfilled: • Only application documents in English will be accepted. Documents in Arabic cannot be considered during the selection process. • Mandatory documents are CV and application letter in English stating your qualifications and previous professional experiences. The deadline for application is 04.11.2026. Only shortlisted candidates will be contacted. GIZ is committed to diversity and gender balance. It is encouraging persons with disabilities to apply for the position. Please note that this is a national position subject to GIZ Syria’s national terms and conditions of employment.. Please submit your application to recruitment-sy@giz.de indicating in the subject line only the respective title of the position.