OVERALL LEADERSHIP RESPONSIBILITIES:
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Monitoring and maintaining office equipment and inventory supplies; orders replacement supplies as needed, and stationary levels and ordering office supplies.
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Scheduling company calendar and updating as needed.
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Supporting staff, managers, and CEO, and handle queries from managers and employees.
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Preparing travel arrangements for office staff and managers; overseeing and preparing expense reports and budgets.
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Organizing special functions and social events
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Preparing correspondence, documentation, or presentation materials.
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Booking conference calls, rooms, taxis, couriers, hotels, meetings and scheduling events.
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Ordering office stationery and supplies for the offices.
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Distribute incoming and outgoing mail.
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Prepare regular reports and presentations.
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Organize, store and print company documents as needed, and Submit and reconcile expense reports.
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Carrying administrative duties such as filing, typing, copying, binding, scanning etc.
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Writing letters and emails on behalf of other office staff.
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Processing expenses sheets and invoices.
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Covering the reception desk when required.
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Maintaining computer and manual filing systems.
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Provide information to internal colleagues or external enquirers.
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Handling sensitive information in a confidential manner.
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Taking accurate minutes of meetings.
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Develop and update administrative systems to make them more efficient.
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Resolve administrative problems.
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Supervise administrative staff and divide responsibilities to ensure performance
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Write and distribute email, correspondence memos, letters, faxes and forms, manage phone calls and correspondence (e-mail, letters, packages etc.).
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Assist colleagues whenever necessary.
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Organize and schedule appointments.
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Provide general support to visitors.
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Manages reception area and looks after visitors.
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Drafts, formats, and prints relevant documents.
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Manages outgoing and outcoming post and records data on special deliveries.
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Photocopies and files appropriate documents as needed.
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Coordinate for workshops and conferences attendance when requested.
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Coordinating office procedures with the lawyer for company issues.
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Coordinating building and maintenance issues for general repair (heating and air conditioning, security, etc.) and updating (carpet cleaning, painting, etc.).
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Responsible of the company hygiene to distribute water, safety, and cleaning materials.
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May take care of website functions and social media profiles.
WORK EXPERIENCE REQUIREMENTS
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The Administrator should be highly organized and able to multitask with ease.
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The administrator should have experience as an Office Administrator, Secretary, or relevant administrative role, should be familiar with office software (e.g. MS Office), including word processors, spreadsheets, and presentations.
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Ultimately, a successful Administrator should be able to ensure our office procedures run smoothly.
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Bachelor’s Degree in management or any related major;
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Minimum Two years’ experience in the same position or field;
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Fluency in Kurdish and English languages, Arabic is an asset;
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Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds;
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Ability to handle confidential matters, meet deadlines and work under pressure;
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Personal commitment, efficiency, flexibility, and drive for results.
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Excellent written and verbal communication skills, in addition to organizational skill.
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Continuous Learning – promotes continuous learning for self and others;
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Willingness to frequently travel to the field across the Duhok governorate within Kurdistan & other governorates within Iraq.
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Excellent time management skills and the ability to prioritize work
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Attention to detail and problem-solving skills.
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Strong organizational skills with the ability to multi-task.