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Operations Officer (Facilities)

Posted 4 months ago by Chemonics International Inc.
Location Erbil Job Type Permanent
Salary Sector Operations , NGO
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:
  • 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.

Minimum Qualifications:
  • 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.

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Chemonics International Inc.

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https://www.chemonics.com/

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