World Vision - Iraq Office is looking for a highly qualified and motivated person for the position of Zonal Admin officer – Mosul.
PURPOSE OF POSITION:
The Admin Officer is responsible to provide full administrative support of the Erbil-Eastern Ninewa Zone projects team and Zonal manager
The holder of the position should communicate World Vision’s ethos and demonstrate a quality of spiritual life that is an example to others.
Take lead in consolidating procurement plans from field team
Ensure PRFs are in place and signed on time
Check procurement plans against budgets
Advise Zonal Manager on over expenditure on procured items beyond budget line items
Work closely with main admin Manager to ensure project items to be proceed received timeously
Ensure an up to date and accurate asset register of the project is in place
Ensure staff are accountable and responsible for assets in their custody
Track damages and losses of assets and hold staff accountable to staff involved.
Carry out analysis of project admin costs and advise the Zonal manager’s areas of improvement.
Tracking the budgets with project coordinators
Support district teams on all administrative needs of their office
Ensure projects vehicles are properly managed and taking care of the drivers.
Ensure contracts are in place and updated on time for buildings, vehicles, staff, service providers etc. for the project
Facilitate communication with all units of the organization and external stakeholders as relevant. Send/receive and distribute all incoming and outgoing mail/faxes/letters/documents.
Prepare transactional documents in support of general operations processes and support coordination of transaction processing (e.g. Operating Cash advance , payment requests, travel authorizations, travel advances, etc.).
Support travel and logistics arrangements for staff and visitors. Schedule and coordinate appointments. Provide logistical and communication support to event planning activities.
Oversee the office’s support services, including management of guards, office cleaning staff, monitoring office inventory and preparing purchase requests for office supplies.
Ensure staff registers are in place
Ensure staff daily registers match their LDRs
Collaborate with main office finance, Admin for follow-ups on all requisitions
KNOWLEDGE, SKILLS AND ABILITIES:
The holder of this position must have a minimum of a diploma/Bachelor’s degree in Administration, or any other related course from a recognized University.
At least 1 years’ experience working in an office environment in a clerical or administrative role. Experience with a local or international NGO a plus.
Conversant in English
Good written and oral communication skills
Very comfortable supporting project team
Be proactive and anticipate emergencies.
Must have strong analytical, problem solving and organizational skills with an attention to details.
Requires the ability to effectively present concepts to lay users in various settings and by various means (verbal and written).
Requires strong communication skills to interact with all levels of staff and management.
Must be able to work effectively with a diverse team.
Requires the ability to work under pressure and on multiple tasks.
Must have a service orientation.
Office environment: office field based.
Travel: Domestic travel is required.
On call: During normal working hours unless there is an emergency.