Administration Officer with ref. DAC-AODI

Location	Duhok	Job Type	Permanent
Salary		Sector	Administration

OVERALL LEADERSHIP RESPONSIBILITIES:

Monitoring and maintaining office equipment and inventory supplies; orders replacement supplies as needed, and stationary levels and ordering office supplies.
Scheduling company calendar and updating as needed.
Supporting staff, managers, and CEO, and handle queries from managers and employees.
Preparing travel arrangements for office staff and managers; overseeing and preparing expense reports and budgets.
Organizing special functions and social events
Preparing correspondence, documentation, or presentation materials.
Booking conference calls, rooms, taxis, couriers, hotels, meetings and scheduling events.
Ordering office stationery and supplies for the offices.
Distribute incoming and outgoing mail.
Prepare regular reports and presentations.
Organize, store and print company documents as needed, and Submit and reconcile expense reports.
Carrying administrative duties such as filing, typing, copying, binding, scanning etc.
Writing letters and emails on behalf of other office staff.
Processing expenses sheets and invoices.
Covering the reception desk when required.
Maintaining computer and manual filing systems.
Provide information to internal colleagues or external enquirers.
Handling sensitive information in a confidential manner.
Taking accurate minutes of meetings.
Develop and update administrative systems to make them more efficient.
Resolve administrative problems.
Supervise administrative staff and divide responsibilities to ensure performance
Write and distribute email, correspondence memos, letters, faxes and forms, manage phone calls and correspondence (e-mail, letters, packages etc.).
Assist colleagues whenever necessary.
Organize and schedule appointments.
Provide general support to visitors.
Manages reception area and looks after visitors.
Drafts, formats, and prints relevant documents.
Manages outgoing and outcoming post and records data on special deliveries.
Photocopies and files appropriate documents as needed.
Coordinate for workshops and conferences attendance when requested.
Coordinating office procedures with the lawyer for company issues.
Coordinating building and maintenance issues for general repair (heating and air conditioning, security, etc.) and updating (carpet cleaning, painting, etc.).
Responsible of the company hygiene to distribute water, safety, and cleaning materials.
May take care of website functions and social media profiles.

WORK EXPERIENCE REQUIREMENTS

The Administrator should be highly organized and able to multitask with ease.
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.
Ultimately, a successful Administrator should be able to ensure our office procedures run smoothly.
Bachelor’s Degree in management or any related major;
Minimum Two years’ experience in the same position or field;
Fluency in Kurdish and English languages, Arabic is an asset;
Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds;
Ability to handle confidential matters, meet deadlines and work under pressure;
Personal commitment, efficiency, flexibility, and drive for results.
Excellent written and verbal communication skills, in addition to organizational skill.
Continuous Learning – promotes continuous learning for self and others;
Willingness to frequently travel to the field across the Duhok governorate within Kurdistan & other governorates within Iraq.
Excellent time management skills and the ability to prioritize work
Attention to detail and problem-solving skills.
Strong organizational skills with the ability to multi-task.

OVERALL LEADERSHIP RESPONSIBILITIES:

Monitoring and maintaining office equipment and inventory supplies; orders replacement supplies as needed, and stationary levels and ordering office supplies.

Scheduling company calendar and updating as needed.

Supporting staff, managers, and CEO, and handle queries from managers and employees.

Preparing travel arrangements for office staff and managers; overseeing and preparing expense reports and budgets.

Organizing special functions and social events

Preparing correspondence, documentation, or presentation materials.

Booking conference calls, rooms, taxis, couriers, hotels, meetings and scheduling events.

Ordering office stationery and supplies for the offices.

Distribute incoming and outgoing mail.

Prepare regular reports and presentations.

Organize, store and print company documents as needed, and Submit and reconcile expense reports.

Carrying administrative duties such as filing, typing, copying, binding, scanning etc.

Writing letters and emails on behalf of other office staff.

Processing expenses sheets and invoices.

Covering the reception desk when required.

Maintaining computer and manual filing systems.

Provide information to internal colleagues or external enquirers.

Handling sensitive information in a confidential manner.

Taking accurate minutes of meetings.

Develop and update administrative systems to make them more efficient.

Resolve administrative problems.

Supervise administrative staff and divide responsibilities to ensure performance

Write and distribute email, correspondence memos, letters, faxes and forms, manage phone calls and correspondence (e-mail, letters, packages etc.).

Assist colleagues whenever necessary.

Organize and schedule appointments.

Provide general support to visitors.

Manages reception area and looks after visitors.

Drafts, formats, and prints relevant documents.

Manages outgoing and outcoming post and records data on special deliveries.

Photocopies and files appropriate documents as needed.

Coordinate for workshops and conferences attendance when requested.

Coordinating office procedures with the lawyer for company issues.

Coordinating building and maintenance issues for general repair (heating and air conditioning, security, etc.) and updating (carpet cleaning, painting, etc.).

Responsible of the company hygiene to distribute water, safety, and cleaning materials.

May take care of website functions and social media profiles.

WORK EXPERIENCE REQUIREMENTS

The Administrator should be highly organized and able to multitask with ease.

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.

Ultimately, a successful Administrator should be able to ensure our office procedures run smoothly.

Bachelor’s Degree in management or any related major;

Minimum Two years’ experience in the same position or field;

Fluency in Kurdish and English languages, Arabic is an asset;

Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds;

Ability to handle confidential matters, meet deadlines and work under pressure;

Personal commitment, efficiency, flexibility, and drive for results.

Excellent written and verbal communication skills, in addition to organizational skill.

Continuous Learning – promotes continuous learning for self and others;

Willingness to frequently travel to the field across the Duhok governorate within Kurdistan & other governorates within Iraq.

Excellent time management skills and the ability to prioritize work

Attention to detail and problem-solving skills.

Strong organizational skills with the ability to multi-task.

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