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Zonal Support Services Officer

Posted 13 days ago by World Vision
Location Erbil Job Type Permanent
Sector NGO
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
  • 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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