Title: Junior Administration specialist - Baghdad and Central Iraq
Reports to: Senior Security Risk Management Advisor
Location: Baghdad
The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a public- benefit federal enterprise that supports the German Government and many public and private sector clients in around 120 countries in achieving their objectives in international cooperation. With this aim, GIZ works together with its partners to develop effective solutions that offer people better prospects and sustainably improve their living conditions.
The Communications Unit is responsible for the overall communication about and visibility of GIZ’s activities in Iraq. This includes the monitoring of national and international media, carrying out of internal and external communication measures, usage and development of digital tools and production of high-quality information formats and products.
Junior Administration specialist performs the following tasks:
A. Tasks
1. Logistics and Administrative support
- Meet the administrative needs of the office independently.
- Oversee the proper maintenance of the office facilities, maintenance log and general upkeeping.
- provide administrative support for the unit and ensure that all administrative regulations are complied with.
- Ensuring that the offices he/she is responsible for are fully equipped with the necessary IT equipment and supplies necessary for the staff upon request.
- Manages and maintains the stock of equipment and supplies and ensures that stock lists are up to date and reports any missing or damaged items immediately.
- Support staff with Material requests.
- Provide advice on procurement needs.
- Ensure timely delivery of procured supplies and materials, track procurement status, payments.
- Ensures that the invoices provided by suppliers are matching GIZ regulations before submitting them to the Finance Department after completion of any procurement.
- Ensure that all assets are labeled according to GIZ standards.
- Ensure up to date Assets’ list in coordination with CO unit in Erbil.
- File documents in reference files or in DMS in line with GIZ’s filing rules.
- Act as NMA HR Focal point.
2. Support Fleet Unit
- Work with Fleet Manager to oversee a fleet operation (composed of third- party and own vehicles) including tracking, reporting, troubleshooting.
- Plan and control transfer and movement of vehicles between project locations, establish monitoring and communication formats for it.
- Coordinate movements implemented by third parties when needed.
- Ensure that the drivers are aware of and follow the rules, regulations, and SOPs
- Ensure all incident reports are monitored, recorded, and followed up with management.
- Support the dispatch of third-party vehicles to staff according to movement SOP, monitor staff’s own bookings, and prepare and distribute the daily movement matrix.
- Provide advice to fleet manager to meet all requests by scheduling, forecasting, and surveying current user trends
- Ensure all incident reports are monitored, recorded, and followed up for fleet management
- Check monthly third-party billing against movement matrix
3. Digitisation
- Support the digitization of RMO/Fleet management as required
4. Other duties/additional tasks
- Immediately report all incidents regarding transportation to the Risk Management Office and supports incident management
- Coordinate with fleet management colleagues in other GIZ locations to streamline approaches and policies
- Take on other related tasks assigned by the RMO
B. Required qualifications, competencies and experience
Qualifications
- Diploma or university degree in a related area such as logistics, business administration, etc.
Professional experience
- Minimum 2 years of previous, relevant job experience
- Experience working with international organizations and/or companies
- Valid driver’s license, no misdemeanors whatsoever.
- Good Knowledge of Iraq local market.
- Good knowledge of roads between provinces in Central Iraq.
Other knowledge, additional competencies
- Good working knowledge of ICT technologies and computer applications (e.g. MS Office, Access or other database programmes)
- Good knowledge of tracking applications
- Proficiency in both English and Arabic
- Good management and organizational skills
- Stress-resilience and proven ability to operate calmly under stress
- Ability to function well in a multi-cultural environment
Requirements for application:
- The reference number and position must be mentioned in the subject line of the email, Ref: (BGH-CO21-168) Junior Administration specialist
- Subject line of the application should clearly indicate the vacancy applied for.
- CVs and motivations letters that are in the form of IMG, pictures, screen- shots and links will not be accepted.
- Only shortlisted candidates will be contacted. Applications passed the expiration date of the advertisement will not be considered
