Chemonics Iraq seeks applications from qualified candidates for the position of Operations Officer for a USAID sponsored project based in Erbil, Iraq. Operations Officer will provide administrative, financial, logistical and operational support to the Operations Manager. The Operations Officer is a key member of the operations team and will work closely with all members of that team to ensure that the Erbil office runs smoothly. This position requires a high level of professionalism and flexibility as the Operations Officer may work closely with high-level external stakeholders and consultants to arrange meetings, events, workshops, and travel logistics.
Assists the Operations Manager with the administration and oversight of service contracts, small procurements, and office operational processes. S/he will ensure continuous availability of office supplies, needs, and services and investigate and identify new ways of achieving project efficiencies.
Ensures that all operational practices, and services subcontracts are being implemented in compliance with USAID regulations and procedures
Oversees the project inventory tracker for the Erbil office, ensures full accountability of all items, distribution/allocation of resources, and continuously updates the inventory tracker.
Oversees the service providers for the Erbil office, including but not limited to: cleaning service providers, office supplies, stationary, maintenance, utilities, etc.
Assists the operations manager in reviewing accuracy and completeness of invoices submitted from the various service providers, and troubleshoots services delivery issues with guidance from the operations manager.
Monitors and ensures that electrical, plumbing, and climate control systems in the projects’ offices are effective and in good repair.
Ensures that the office space meets health and safety requirements for the team, in coordination with the safety and security team members.
Determines and implements the best allocation and utilization of space and resources in the project’s offices.
Coordinates all building services including plumbing, electrical, carpentry, HVAC and groundskeeping.
Coordinates and supervises essential central services such as reception, maintenance, mail, cleaning, catering, and waste disposal.
Organizes and oversees any repairs or rehabilitation of office spaces, equipment, and furniture.
Develops and maintains records and systems to track the status and quality of the project’s facilities and facilities equipment.
Responds promptly and appropriately to emergencies or urgent issues as they arise and identifies, consulting the Operations Manager as needed.
Designs and implements plans for preventive maintenance.
Inspects items such as furniture, office equipment, and other materials delivered to the office to ensure that they are functional and are in accordance with procurement specifications.
Monitors the cleanliness of the interior and exterior of the office.
Supervises the office’s cleaning staff and/or service providers.
Ensures that the office has adequate stores of supplies, including water and office supplies.
Inspects all office furniture, equipment, materials and supply storage areas to ensure proper stocking and accountability for items stored.
Any other duties as assigned by the operations manager.
A diploma degree required, bachelor’s degree highly preferred.
Minimum of two years of experience in a similar administrative or project management role, preferably with an international organization/company.
Demonstrated 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 and English is required; written and oral fluency in Kurdish, and other local languages is a plus, but not required.