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.
MAJOR RESPONSIBILITIES:
Procurement
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Take lead in consolidating procurement plans from field team
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Ensure PRFs are in place and signed on time
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Check procurement plans against budgets
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Advise Zonal Manager on over expenditure on procured items beyond budget line items
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Work closely with main admin Manager to ensure project items to be proceed received timeously
Asset register
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Ensure an up to date and accurate asset register of the project is in place
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Ensure staff are accountable and responsible for assets in their custody
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Track damages and losses of assets and hold staff accountable to staff involved.
Administration
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Carry out analysis of project admin costs and advise the Zonal manager’s areas of improvement.
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Tracking the budgets with project coordinators
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Support district teams on all administrative needs of their office
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Ensure projects vehicles are properly managed and taking care of the drivers.
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Ensure contracts are in place and updated on time for buildings, vehicles, staff, service providers etc. for the project
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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.
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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.).
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Support travel and logistics arrangements for staff and visitors. Schedule and coordinate appointments. Provide logistical and communication support to event planning activities.
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Oversee the office’s support services, including management of guards, office cleaning staff, monitoring office inventory and preparing purchase requests for office supplies.
Staff registers
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Ensure staff registers are in place
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Ensure staff daily registers match their LDRs
Other Roles
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Collaborate with main office finance, Admin for follow-ups on all requisitions
KNOWLEDGE, SKILLS AND ABILITIES:
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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.
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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.
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Conversant in English
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Good written and oral communication skills
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Very comfortable supporting project team
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Be proactive and anticipate emergencies.
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Must have strong analytical, problem solving and organizational skills with an attention to details.
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Requires the ability to effectively present concepts to lay users in various settings and by various means (verbal and written).
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Requires strong communication skills to interact with all levels of staff and management.
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Must be able to work effectively with a diverse team.
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Requires the ability to work under pressure and on multiple tasks.
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Must have a service orientation.
Work Environment
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Office environment: office field based.
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Travel: Domestic travel is required.
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On call: During normal working hours unless there is an emergency.
