Zonal Support Services Officer with ref. WV-ZSSOSK

Location	Iraq	Job Type	Permanent
Salary		Sector	NGO

Location: sulaiymaniyah & Kirkuk

The Zonal Support Services Officer is responsible to provide full services support of the West Zone/ East Zonee 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

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, P&C and Finance Services Support

Carry out analysis of project support and admin costs and advise the Zonal manager’s areas of improvement.
Tracking the budgets with project coordinators
Support Zonal teams on all office support services departmental needs(P&C, IT, Finance, Admin, Procurement, Security) of the zone
Ensure projects vehicles are properly managed and taking care of the drivers and ensure all documentation is appropriately filed according to World Vision standards.
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 assignments for staff’s accommodation are done and communicated.
Support project team to set up buildings/centers/offices for the project activities and ensure that utilities are available and working properly in the office, warehouse, centers and team house.

Staff registers

Ensure staff registers are in place
Ensure staff daily registers match their LDRs
Link and maintain confidentiality f Zonal Staff related documents as delegated by Zonal Manager in coordination with P&C

Other Roles

Collaborate with main office Support services department in behalf of Zonal Team for issues needing follow ups

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.
Experience: at least 3 years working in relief/Aid or development work.
Previous experience of INGO work.
Experience working with IDPs, Refugees and conflict-affected persons.
Experience in managing an administration department
Experience in working in an emergency relief setting is desirable
Conversant in English
Good written and oral communication skills
Native local languages, Iraq citizen, Excellent English, Kurdish and Arabic communication skills (oral and written
Very comfortable supporting project team
Must be a self-starter, pro-active and excellent at multi-tasking
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.
Thorough knowledge of MS Office and Lotus Notes
Excellent organizational and coordination skills
Good understanding of World Vision administration standards
Must have cross-cultural sensitivity, flexible worldview and emotional maturity
Ability to work in and contribute to a team building environment
Ability to maintain performance expectations in diverse cultural contexts, psychologically stressful environments and physical hardship conditions with limited resources
Commitment to World Vision Core Values and Mission Statement
Ability to exhibit exemplary lifestyle as interpreted in specific local cultural context

Work Environment

Office environment: office field based.
Travel: Domestic travel is required.
On call: During normal working hours unless there is an emergency.

Location: sulaiymaniyah & Kirkuk

The Zonal Support Services Officer is responsible to provide full services support of the West Zone/ East Zonee 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

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, P&C and Finance Services Support

Carry out analysis of project support and admin costs and advise the Zonal manager’s areas of improvement.

Tracking the budgets with project coordinators

Support Zonal teams on all office support services departmental needs(P&C, IT, Finance, Admin, Procurement, Security) of the zone

Ensure projects vehicles are properly managed and taking care of the drivers and ensure all documentation is appropriately filed according to World Vision standards.

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 assignments for staff’s accommodation are done and communicated.

Support project team to set up buildings/centers/offices for the project activities and ensure that utilities are available and working properly in the office, warehouse, centers and team house.

Staff registers

Ensure staff registers are in place

Ensure staff daily registers match their LDRs

Link and maintain confidentiality f Zonal Staff related documents as delegated by Zonal Manager in coordination with P&C

Other Roles

Collaborate with main office Support services department in behalf of Zonal Team for issues needing follow ups

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.

Experience: at least 3 years working in relief/Aid or development work.

Previous experience of INGO work.

Experience working with IDPs, Refugees and conflict-affected persons.

Experience in managing an administration department

Experience in working in an emergency relief setting is desirable

Conversant in English

Good written and oral communication skills

Native local languages, Iraq citizen, Excellent English, Kurdish and Arabic communication skills (oral and written

Very comfortable supporting project team

Must be a self-starter, pro-active and excellent at multi-tasking

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.

Thorough knowledge of MS Office and Lotus Notes

Excellent organizational and coordination skills

Good understanding of World Vision administration standards

Must have cross-cultural sensitivity, flexible worldview and emotional maturity

Ability to work in and contribute to a team building environment

Ability to maintain performance expectations in diverse cultural contexts, psychologically stressful environments and physical hardship conditions with limited resources

Commitment to World Vision Core Values and Mission Statement

Ability to exhibit exemplary lifestyle as interpreted in specific local cultural context

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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