Admin And HR Officer

Dünya Doktorları DerneğiMedecins du Monde Turkey (MDM-T) / Dünya Doktorları Dernegi (DDD) is a Turkish based humanitarian non-governmental organisation that facilitates access to healthcare for populations affected by armed conflict, violence, natural disasters, disease, famine, poverty and exclusion.Our organization collaborates with partners and key stakeholders to implement projects that facilitate access to primary and secondary-level healthcare services to respond to the medical needs of displaced population.DDD is the 16th member of the Doctors of the World International Network that is committed to meeting the health needs of vulnerable people globally.Please visit www.dunyadoktorlari.org.tr to learn more.Hierarchical & Functional linksBased in Istanbul, the Administrative and HR Officer is directly responsible to the Logistics, Administrative & HR Coordinator.The Administrative and HR Officer does not directly supervise any staff.Status:Fixed-term contractExpected Starting Date: ASAPEXPECTED PROFILEKnowledge & Qualification· Bachelor's degree in Law, Public Administration, Business Administration, Human Resources or a related field;· Additional certification or training in association law, administrative law or HR is an asset;Experience· Minimum 3 years of relevant administrative/HR and/or operational experience in an association, foundation or civil society organisation;· Practical knowledge of Provincial Directorate of Associations procedures, annual declaration processes and association register-keeping;· Prior experience in an NGO or humanitarian sector organisation is an asset;Languages· Fluent Turkish (written and spoken); working level English; Arabic is an advantage;IT & Equipment· Good proficiency with Microsoft packageSkills and Qualities required:· Proficient in MS Office (Word, Excel, Outlook);· Strong attention to detail, ability to manage multiple tasks simultaneously and effective time management;· Capacity to handle confidential and sensitive information with a high degree of professional integrity;· Good interpersonal and communication skills; ability to work effectively in a multicultural team environment;· Commitment to DDD Code of Conduct and humanitarian principles;RESPONSIBILITIESMain Responsibilities· Association Legal Compliance & Reporting· Association Registers & Official Records· Notifications and Official Correspondence· Office and Administrative Management· Human Resources Support· Reporting· Other related tasksFunction detailsA. ASSOCIATION AFFAIRS & LEGAL COMPLIANCEA.1 Association Legislation & Provincial Directorate of Associations· Follow up and fulfil all legal obligations of the Association in accordance with Law No. 5253 on Associations and related regulations;· Conduct official correspondence with the Provincial Directorate of Associations (İl Dernekler Müdürlüğü); manage applications and follow up on responses;· Coordinate and maintain up-to-date registration, activity and declaration obligations of the Association;· Follow up and complete permit and notification procedures related to foreign national employees and acceptance of foreign donations/aid;· Manage the formal processes and registration procedures relating to amendments to the Association's constitution (tüzük);· Prepare for and support inspections conducted by the Provincial Directorate of Associations; ensure all registers and documents are complete and compliant;A.2 Association Registers & Official Books· Maintain the Member Register (Üye Kayıt Defteri) accurately and up to date; record all membership admissions and exits in accordance with applicable regulations;· Keep the Decision Register (Karar Defteri) for Board of Directors and General Assembly decisions; ensure all decisions are recorded, signed, and dated in proper form;· Maintain the Incoming/Outgoing Correspondence Register (Evrak Kayıt Defteri) systematically and on a current basis;· Maintain the Fixed Assets and Inventory Register (Demirbaş ve Envanter Defteri); update movable property records in line with legal requirements;· Manage the Operating Account Register or General Ledger and the Receipt Register (Alındı Belgesi Kayıt Defteri) in coordination with the finance unit;· Ensure notarisation, active use period and closing procedures for all registers are completed in a timely manner;A.3 Notifications & Official Reporting· Coordinate the preparation of the Annual Association Declaration (Dernek Beyannamesi) and submit it to the Provincial Directorate of Associations by the end of April each year;· Notify the Provincial Directorate of Associations of any changes to the Board of Directors and Supervisory Board within the statutory deadlines;· Submit notifications related to General Assembly meetings within the legally required timeframes (15 days prior to and 30 days following the meeting);· Submit notifications regarding foreign donations and aid to the relevant civil authority (mülki idare amirliği) within 30 days of receipt;· Monitor and fulfil specific notification obligations relating to projects and activities (e.g. acquisition of immovable property, opening of branches, etc.);A.4 General Assembly & Board of Directors Processes· Coordinate agenda preparation, invitation letters and meeting logistics for Board of Directors meetings;· Record Board of Directors decisions in the Decision Register in proper form and communicate them to relevant parties;· Organise General Assembly meetings in compliance with applicable regulations (venue, agenda, invitations, minutes, election procedures);· Prepare General Assembly minutes and the General Assembly Outcome Declaration (Genel Kurul Sonuç Bildirgesi) and submit them to the competent authoritiesB. OFFICE & ADMINISTRATIVE MANAGEMENTB.1 Office Management· Ensure the smooth day-to-day functioning of the office; monitor and manage office supplies, equipment and maintenance needs;· Handle correspondence and coordination with office suppliers and service providers;· Establish and maintain physical and digital filing systems; ensure all incoming and outgoing correspondence is properly recorded and archived;· Monitor rental agreements, service contracts and other office-related arrangements;· Support visitor reception, meeting organisation and travel logistics;B.2 Procurement & Fixed Assets· Conduct quotation-based procurement processes for office needs in accordance with DDD procedures;· Keep fixed asset records up to date; carry out periodic inventory counts;· Prepare supporting documentation for supplier payments and submit to the finance unit;B.3 Legal & Administrative Compliance· Monitor timely payment of recurring invoices (rent, utilities, internet, etc.);· Handle administrative correspondence with building management, municipalities and other public authorities;Ensure the validity and proper archiving of official permits, licences and documents related to the office;C. HUMAN RESOURCES SUPPORTC.1 Personnel Administration· Maintain personnel files (employment contracts, personal documents, SGK registrations) in a complete and up-to-date manner;· Coordinate employment entry and exit formalities (SGK notifications, contract preparation, onboarding);· Maintain the leave tracking system; manage annual leave, sick leave and other absence records;· Provide data and administrative support for the monthly payroll preparation process; communicate payroll changes to the Log/Admin & HR Coordinator;C.2 Recruitment Support· Support recruitment processes including posting vacancy announcements, tracking applications and managing candidate communications;· Assist with interview scheduling and coordination;· Prepare onboarding documentation for newly hired staff and coordinate the induction process;C.3 Reporting· Contribute to the preparation of monthly HR and administrative data reports;· Participate in team meetings and provide updates on assigned tasks;· Submit regular activity updates to the Log/Admin & HR Coordinator upon request;· Prepare a handover document at the end of contract;Compliance & EthicsPromote and encourage a culture of compliance and ethics throughout Dünya Doktorları Derneği. As applicable to the position, maintains a clear understanding of Dünya Doktorları Derneği and donor compliance and ethics standards and adheres to those standards. Conducts work with the highest level of integrity. Communicates these values to staff and to partners and requires them to adhere to these values.Prevention of Sexual Exploitation and AbuseActively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within Dünya Doktorları Derneği and amongst beneficiaries served by Dünya Doktorları Derneği.NB: Considering the purpose and values of the organisation, DDD requests to its employee complete flexibility in term of duties and commitment, as their job description and job title can be adjusted throughout the year according to needs and priorities.Applications will be reviewed on a rolling basis.Please be advised that female candidates are highly encouraged.Dünya Doktorları Derneği is an equal opportunity employer whereby we ensure all hiring and employment decisions, and operates all programs, services, and functions without the practices that discriminate against any person employed or seeking employment based on race, colour, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, disability, genetic information or any other status or characteristic protected under applicable law.How to Apply:Please apply with your CV and motivation letter in ENGLISH through our websiteClosure Date: 30.04.2026Due to the urgency to fill this post, DDD reserves the right to review the CVs on a rolling basis andselected candidates may be interviewed prior to the closing dates listed, therefore early applications are encouraged.DDD is not in a position to respond to every applicant individually due to the anticipated high number of applications.Please note that only short-listed candidates will be contacted for the first interview.Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.General InformationDDD retains the discretion to re-advertise the vacancy, to cancel the recruitment, to offer a contract with a modified job description or for a different duration, or to offer a contract at a lower grade.HOW TO APPLYHow to Apply:Please apply with your CV and motivation letter in ENGLISH through our websitehttps://cv.inoportal.com/DunyaDoktorlari/IlanDetay/441/2Closure Date: 30.04.2026Due to the urgency to fill this post, DDD reserves the right to review the CVs on a rolling basis and selected candidates may be interviewed prior to the closing dates listed, therefore early applications are encouraged.DDD is not in a position to respond to every applicant individually due to the anticipated high number of applications.Please note that only short-listed candidates will be contacted for the first interview.Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.General InformationDDD retains the discretion to re-advertise the vacancy, to cancel the recruitment, to offer a contract with a modified job description or for a different duration, or to offer a contract at a lower grade.