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Administration Officer

Posted 19 days ago by World Vision
Location Duhok Job Type Permanent
Sector NGO

PURPOSE OF POSITION:

To establish, manage and coordinate administrative functions for the World Vision office in Duhok – Northern Ninewa Zone according to World Vision standards, policies and procedures in order to ensure a smooth running of the office and in particular the Administration department including the movement of staff and visitors and team house management. Supervise the office and team house cleaner(s). The holder of the position should communicate World Vision’s ethos and demonstrate a quality of spiritual life that is an example to others.

 

 MAJOR RESPONSIBILITIES:

  • Design, implement and oversee the maintenance of administrative / filing systems for the efficient functioning of the office.

  •  Ensure that any Zonal Manager’s requests are immediately executed and follow up on any pending issues.

  • Provide administration support to all departments and sectors with the Zonal Manager’s approval.

  • Organize, manage and oversee the maintenance of office support services including secretarial, data processing, housing, and office equipment purchases, building services and hospitality to visitors.

  •  Ensure all documentation is appropriately filed according to World Vision standards.

  •  Maintain an accurate visitor list and inform the Zonal Manager and other relevant staff of new staff/visitors coming to Duhok.

  •  Ensure that hotel bookings are made in time and communicated to staff arriving.

  •  Inform incoming staff about recommended medical facilities, hospitals and medical doctors in Duhok and the area.

  •  Ensure assignments for staff’s accommodation are done and communicated.

  •  Set up team house and coordinate with the Zonal Manager on all room assignments.

  •  Ensure cell phone airtime is available at all times for staff according to policy.

  • Ensure that utilities are available and working properly in the office, warehouse and team house.

  •  Ensure that the office / team house rent is paid on time.

  •  Assist with the preparation of the annual Administration Department budget.

  •  Ensure there are adequate office supplies available for the staff.

  •  Perform any other related duties as assigned by your supervisor.

  •  Attend and participate in all staff meetings.

  •  Maintain attendance records for all staff and coordinate all administrative HR issues with the P&C (People & Culture – HR) department in Erbil.

  • Take lead in consolidating procurement plans from field team.

  • Ensure PRFs are in place and signed on time.

  • Check procurement plans against budgets.

  • Advise Zonal Manager on over expenditure on procured items beyond budget line items.

  • Ensure an up to date and accurate asset register of the project is in place.

  • Ensure staff are accountable and responsible for assets in their custody.

  • Track damages and losses of assets and hold accountable to staff involved.

 

KNOWLEDGE, SKILLS AND ABILITIES:

  •  University degree in business or similar achievement and/or extensive work experience in administrative fields.

  • Experience in managing an administration department.

  • Experience in working in an emergency relief setting is desirable.

  • Experience with a local or international NGO a plus.

  • Native Kurdish.

  • Good English communication skills, both oral and written.

  • Thorough knowledge of MS Office and Lotus Notes.

  • Good in Arabic language.

  • Must be a self-starter, pro-active and excellent at multi-tasking.

  • Strong and demonstrated knowledge of administration principles.

  • Excellent organizational and coordination skills

  •  Must be able to work under pressure

  • Good understanding of World Vision administration standards

  •  Must have cross-cultural sensitivity, flexible worldview and emotional maturity

  •  Ability to work in and contribute to a team building environment

  •  Ability to maintain performance expectations in diverse cultural contexts, psychologically stressful environments and physical hardship conditions with limited resources

  •  Commitment to World Vision Core Values and Mission Statement

  •  Ability to exhibit exemplary lifestyle as interpreted in specific local cultural context

 Work Environment

Complete Travel and/or Work Environment statements if applicable.

  • Office environment:  typical field based

  • Travel: Domestic travel is required.

  • On call:   During normal working hours unless there is an emergency.

World Vision is an equal-opportunity employer that values and respects the importance of a diverse and inclusive workforce and welcomes and supports all employees to achieve the maximum extent of their potential. Female candidates are particularly encouraged to apply.

Only short listed candidates will be contacted

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