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Zonal Admin Officer

Posted 3 months ago by World Vision
Location Mosul Job Type Permanent
Salary Sector Administration, NGO
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 
  • 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
 
Asset register
  • 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.
Administration 
  • 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.
 
Staff registers
  • Ensure staff registers are in place
  • Ensure staff daily registers match their LDRs
 
 Other Roles
  • 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.
 
 Work Environment
  • Office environment:  office field based.
  • Travel: Domestic travel is required. 
  • On call:   During normal working hours unless there is an emergency.

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