Job Information Administrative Assistant NGO Information
NGO Name Tearfund
Contact Name HR
Contact Email
Job Information
Contract Duration 1 Year
Governorate Erbil
Job Shift
Nationality National
Working Hours Full Time
Posted 2022-09-22
Minimum Education Diploma (Two Years)
Degree Title
Minimum Experience Fresh
Required Travel 25%
Job Status
No Of Jobs 1
Published Date 2022-09-22
Deadline Date 2022-10-09
[Erbil,Iraq ]


To assist the Finance and Operations Coordinator in providing proactive, quality administrative service to the Iraq team.  In particular, to provide administrative support, travel, and assistance in delegated tasks and project / program work.




  • Scope of job


  • Provide comprehensive, administrative support.
  • Provide country level support in HR, Logistics/ Security and Finance administration.
  • Provide (Inter)national travel assistance and obtaining access to local governorates. 
  • Contribute to day-to-day team activities, provide assistance as per Finance and Operations Coordinator guidance.



  • Duties and Responsibilities


         Provide comprehensive, administrative support:

  • Maintain the cleanliness and tidiness of the office. 
  • Act as a first point of contact for visitors which includes, but not limited to, answering phone calls, scheduling meetings and supporting visitors.
  • Represent Tearfund towards external relationships such as government authorities, suppliers, NGO colleagues, and other private institutions.
    • Maintain office contact lists including staff, program visitors and partners.
    • Maintain the Iraq team google calendar.
    • Prepare travel paperwork
    • Responsible for administrative activities such as: filing, typing, copying, binding, scanning etc.
    • Draft formal letters and translate them if needed in English, Arabic, Kurdish.
    • Provide administrative support in various tasks including staff reports, meeting notes, booking meetings.

     Provide HR administrative support

    • Liaise with the FOC to ensure all new staff are assigned a desk/office, receive a laptop and mobile phone and are provided with any other necessary supplies and information by their first day of assignment, and support scheduling of orientation as needed.
    • Support in the recruitment process such as organising interview appointments 
    • In collaboration with FOC, prepare documents required for international staff and visitor visas, and other related personnel requirements stipulated by the Government.
    • Print ID card and business cards for new employees.
    • Collect staff timesheets on a regular basis as per Country Director instructions.
    • Prepare letters for former staff who want to claim their Social Security allowance.

     Provide Logistics/ Security administrative support

    • Support the procurement process in purchasing small items, collecting quotations, evaluating bids, supporting in setting up contracts and framework agreements.
    • Regularly Updating the Procurement tracker.
    • Ensure all assets are labelled and easily identified, and assets register is up to date.
    • Support to ensure assets are tracked and disposed of within Tearfund procedures and according to donor requirements.
    • Ensure that all IT equipment such as computers and communication equipment are well installed, functional and properly used.
    • Facilitate planning and leading logistical arrangements for meetings or other events.
    • Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies (office consumables, stationeries, phone credits, etc).
    • Maintain good professional working relationships with suppliers and contractors whilst strictly; adhering to Tearfund anti-corruption guidelines and staff code of conduct.
    • Ensure all staff have participated in the General Security Trainings.
    • Ensure that all offices have displayed safeguarding and quality standards posters in an easy accessible way.
    • get trained in First Aid.
    • Be the safeguarding focal point.
    • support in preparing incident reports.


     Provide Finance administrative support

    • Generate bank letters related to partner transfers, payroll payments, cash withdrawals, exchange of money, etc.
    • Prepare tax payment letters.
    • Scan all the vouchers and supporting documents related to payments.
    • Send emails to line managers for approval of expense vouchers.
    • Support the FOC and programme team to organise the Expense Vouchers.

    (Inter)national travel assistance and obtaining access to local governorates 

    • Prepare access letters for the Federal Iraq portal and JCC.
    • Maintain the access portals both for federal Iraq and KRI.
    • Make travel arrangements for staff going to the field such as booking hotels or guesthouses (from other NGOs), transportation, etc.
    • Provide pre-filled travel plans to visitors and support them with filling them out.
    • Book domestic flights between Baghdad and Erbil.
    • Support the team with booking flights via Tearfund’s travel agent.
    • Arrange airport pick up or drop off if needed.
    • Support visitors with arranging lunch or dinners if requested.
    • Be the focal point for visitors coming to Iraq (especially for the 1st time).

    Contribute to day-to-day team activities, provide assistance to programme team  as per Finance and Operations Coordinator guidance.

    • Engage in activities within the team relating to spiritual sessions of worship, prayer, reflection or teaching.
    • Support programme team in organising the [IRQ] Drive.
    • Arrange training and meeting facilities. 
    • Support the team in data entry and data analysis if appropriate.
    • Maintain the Humanitarian Accountability Mechanism for Tearfund (complaints and feedback mechanism).


Qualifications & Preferred Skills




  • High Diploma in Business Administration, management or related field.
  • Bachelor's  Degree in a relevant field.


  • Experience of and proven ability to develop and manage a range of administrative processes.
  • Experience of working in a fast paced and multicultural environment.
  • Previous experience of working with INGO in Similar role.


  • Interactive use of English, Arabic and Kurdish language.
  • Computer literate in MS and Google office suites.
  • Organisational and administrative skills.
  • Problem Solving skills.
  • Very good communication skills, orally and in writing. 
  • Fast learner and attentive to details.
  • Ability to prioritise and meet deadlines.
  • Report writing skills
  • Presentation skills.
  • Has a driving licence and a car that can be used for work purposes, with mileage compensation.

Personal Qualities

  • Committed Christian.
  • Committed to Tearfund's Mission, Values and Beliefs.
  • Ability to communicate confidently and comfortably about his/her own personal faith.
  • Ability to lead team devotions.
  • Able to maintain confidentiality
  • Very good understanding of the local context, culture and practices.


How To Apply

Please apply via Tearfund website with the following link:

Administrative Assistant - Iraq

Females are encouraged to apply.

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