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Administration Officer

Posted 5 months ago by Hawa Jobs
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.

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