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
Requirements
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
Location
[Erbil,Iraq ]
Description

 

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
 

ESSENTIAL

DESIRABLE

Qualifications

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

Experience



  • 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.

Skills/Abilities




  • 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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