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.
Responsibilities:
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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.
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Ensures that all operational practices, and services subcontracts are being implemented in compliance with USAID regulations and procedures
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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.
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Oversees the service providers for the Erbil office, including but not limited to: cleaning service providers, office supplies, stationary, maintenance, utilities, etc.
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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.
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Monitors and ensures that electrical, plumbing, and climate control systems in the projects’ offices are effective and in good repair.
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Ensures that the office space meets health and safety requirements for the team, in coordination with the safety and security team members.
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Determines and implements the best allocation and utilization of space and resources in the project’s offices.
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Coordinates all building services including plumbing, electrical, carpentry, HVAC and groundskeeping.
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Coordinates and supervises essential central services such as reception, maintenance, mail, cleaning, catering, and waste disposal.
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Organizes and oversees any repairs or rehabilitation of office spaces, equipment, and furniture.
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Develops and maintains records and systems to track the status and quality of the project’s facilities and facilities equipment.
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Responds promptly and appropriately to emergencies or urgent issues as they arise and identifies, consulting the Operations Manager as needed.
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Designs and implements plans for preventive maintenance.
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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.
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Monitors the cleanliness of the interior and exterior of the office.
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Supervises the office’s cleaning staff and/or service providers.
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Ensures that the office has adequate stores of supplies, including water and office supplies.
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Inspects all office furniture, equipment, materials and supply storage areas to ensure proper stocking and accountability for items stored.
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Any other duties as assigned by the operations manager.
Minimum Qualifications:
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A diploma degree required, bachelor’s degree highly preferred.
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Minimum of two years of experience in a similar administrative or project management role, preferably with an international organization/company.
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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.
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Experience working closely with multidisciplinary teams of junior and senior-level staff.
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Strong interpersonal skills and ability to work with culturally diverse staff.
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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.