Chemonics Iraq seeks applications from qualified candidates for the position of Operations Officer for a USAID sponsored project based in Erbil, Iraq. The 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, and travel logistics.
Assists the Operations Manager with the administration and oversight of transportation agreements, procurement for services and fuel, and office operational processes. S/he will ensure continuous availability of transportation and logistics resources for the project and investigate and identify new ways of achieving project efficiencies.
Ensures that all transportation services are managed and delivered in compliance with USAID regulations and procedures.
Acts as the primary point of contact for transportation service providers engaged under Transportation Services Agreements (TSAs). Directly communicates with providers to ensure adequate resources are available and fully utilized.
Ensures the fleet of project vehicles are maintained properly, meeting safety and health requirements. Monitors the quality and condition of project vehicles.
Maintains up to date and accurate fleet list
Ensures maintenance schedules are created and executed for each project vehicle. Inspects safety equipment/supplies in each vehicle.
Develops and organizes schedule for the use of project vehicles by project staff for work purposes, in accordance with the company and project policies.
Supervises and liaises with project drivers.
Maintains and manages the vehicle logs for each vehicle on daily and monthly basis. Responsible for the accurate recording of all vehicle travel and conducts periodic audits of vehicles logs.
Develops and maintains system for staff to complete and submit accident/incident reports when needed.
Manages legal requirements for each vehicle including vehicle insurance, registration and license plates.
Maintains list of trusted drivers that the project staff may use for transportation needs.
Determines and implements the best allocation and utilization of vehicle resources for the project’s staff.
Ensures that records of each vehicle’s status and a tracker of each vehicle’s use are maintained.
Responds promptly and appropriately to emergencies or urgent issues as they arise and identifies, consulting the Operations Manager as needed.
Ensures plans for preventive vehicle maintenance are adhered to.
Assists the operations manager in coordinating logistics for meetings, workshops and travel logistics, if needed.
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.