Zonal Support Services Officer

Posted 8 months ago by World Vision
Location Erbil Job Type Permanent
Salary 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.
  • 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
  • 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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