Operations and Admin Assistant/Specialist

Posted about 1 year ago by Chemonics International Inc.
Location Erbil Job Type Permanent
Salary Sector NGO
Deadline: 20th of May 2020
The Iraq Durable Communities and Economic Opportunities (DCEO) is a United States Agency for International Development Office (USAID) program implemented by Chemonics International in Iraq. DCEO aims to support vulnerable communities to build community resilience against destabilizing factors by increasing their adaptive capacity and economic well-being. 
The Operations and Admin Assistant/Specialist report to the Operations Manager.
  • In collaboration with the operations manager assist in coordinating meetings and training events, including selection of venue, negotiations with vendor and reimbursement of training participants in accordance with Chemonics and USAID policies
  • In collaboration with the operations manager, assists with procurement procedures by collecting quotations from vendors and ensuring deliverables are received in a timely fashion and are up to the standards and specifications agreed upon in the contract
  • Serves as petty cash custodian and undertakes petty cash management and reconciliation duties; assists the finance team with occasional auditing of expenses such as phone invoices and travel vouchers. 
  • Ensures detailed completion and filing of all procurement documentation including but not limited to PARs, RFQs, BPAs, PO, etc.
  • In collaboration with operations manager, supports the HR department with staff timesheets submission and ensure that they are filled out correctly. Helps ensure employee leave requests are filed, assists with any recruitment needs as requested.
  • Support the Operations Manager in tracking of assets and management of equipment receipt forms. Ensure equipment is delivered to new staff and returned in good condition when staff depart the project.
  • Assist with local market surveys; gain knowledge and understanding of the availability of supplies and services and price of local items. 
  • Ensure appropriate documentation in place to record transfer of responsibility of asset and keep track of all current equipment holders.
  • Work with procurement team to enable smooth process and immediate notification when a new asset or equipment is purchased.
  • Archive all documents relating to different Assets transactions (Goods receive note, transfer sheet, gift certificate, loss, theft etc.)
  • Maintain inventory records deliveries, receiving, issuing, returning and keep up to date record of all DCEO assets.
  • In collaboration with operations manager preparing official letters that addressed to the governmental entities as requested and coordinated with all department to create a proper archiving and reference’s number system.
  • Coordinate with the Operations Assistant-Baghdad and Operations Manager to ensure that all the visas, tickets, accommodations and transportations are secured for staff by updating a travel tracking system for expat travel.
  • Support the HR Department with staff onboarding and departure logistics, including completion of any staff departure checklists
  • Coordinate with all the employees to collect the required documents and information and cooperate with the operations manager to prepare and submit the monthly JCC access facilitation letter. 
  • Responsible for maintaining stock of office stationery and household materials and order when needed, provide general administrative and logistics support to project staff. 
  • Other duties as assigned
  • A diploma degree required; bachelor’s degree preferred.
  • Minimum of two years of experience in administration, operations or project management, prior experience working for international organization preferred
  • Ability to work in a professional and cordial manner with fellow staff members, visitors, and partner institutions including international and local NGOs, governmental entities, support organizations, and the general public
  • Experience working closely with multidisciplinary teams of junior and senior-level staff
  • Strong interpersonal skills and ability to work with culturally diverse staff
  • Fluency in written and oral Arabic, Kurdish and English is required

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Chemonics International Inc.


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