The Zonal Support Services Officer is responsible to provide full services support of the West Zone/ East 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
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, P&C and Finance Services Support
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Carry out analysis of project support and 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 Zonal teams on all office support services departmental needs(P&C, IT, Finance, Admin, Procurement, Security) of the zone
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Ensure projects vehicles are properly managed and taking care of the drivers and ensure all documentation is appropriately filed according to World Vision standards.
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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
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Ensure assignments for staff’s accommodation are done and communicated.
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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
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Ensure staff registers are in place
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Ensure staff daily registers match their LDRs
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Link and maintain confidentiality f Zonal Staff related documents as delegated by Zonal Manager in coordination with P&C
Other Roles
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Collaborate with main office Support services department in behalf of Zonal Team for issues needing follow ups
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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Experience: at least 3 years working in relief/Aid or development work.
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Previous experience of INGO work.
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Experience working with IDPs, Refugees and conflict-affected persons.
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Experience in managing an administration department
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Experience in working in an emergency relief setting is desirable
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Conversant in English
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Good written and oral communication skills
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Native local languages, Iraq citizen, Excellent English, Kurdish and Arabic communication skills (oral and written)
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Very comfortable supporting project team
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Must be a self-starter, pro-active and excellent at multi-tasking
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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.
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Thorough knowledge of MS Office and Lotus Notes
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Excellent organizational and coordination skills
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Good understanding of World Vision administration standards
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Must have cross-cultural sensitivity, flexible worldview and emotional maturity
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Ability to work in and contribute to a team building environment
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Ability to maintain performance expectations in diverse cultural contexts, psychologically stressful environments and physical hardship conditions with limited resources
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Commitment to World Vision Core Values and Mission Statement
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Ability to exhibit exemplary lifestyle as interpreted in specific local cultural context
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.