Administration Officer (Open to Iraqi Nationals Only)

Deadline Date ‎2022-‎06-10The Administration Officer is responsible for implementing the Administration
procedures, policies, and supporting the Country Office staff in their
requests, in addition to supporting the field offices in the implementation
and following up on the execution of the set administrative routines to ensure
achievement of objectives.
Generic responsibilities (max ‎10)
‎1. Ensure adherence with NRC policies, tools, handbooks and guidelines
‎2. Implement delegated support function portfolio according to plan of action
‎3. Prepare and develop status reports as required by management
‎4. Promote and share ideas for improvement of the support function
‎5. General office administration management and implementing of office policies
‎6. Ensure that administration archives are in use and maintained according to the NRC regulations (both hard and soft copies)
‎7. Overall responsibility to ensure NRC visitors and consultants travel, accommodation and administration needs are met including transportation to and from the airport
‎8. Ensure proper filing of documents
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Specific responsibilities
These responsibilities shall be adapted to the particularities of the job
location and context, phase of operation, strategic focus and type of
programme intervention. This section shall be revised whenever a new employee
is hired or the context changes significantly.
* Ensure proper implementation of all existing procedures related to administration in Erbil country Office, including but not limited to regulations in-country terms and conditions for international staff, telephone usage policy and others.
* Liaise with landlords on matters related to the lease agreements of offices, guest houses, and staff apartments. Seek to find proper premises as needed and negotiate prices with relevant landlords
* Oversee the process of liaising with property owners for NRC premises management and maintenance
* Review lease agreements for NR C Erbil Country office premises prepare and follow up on the schedule of payments and terminations/renewals as needed and ensure proper tracking.
* Ensure maintaining a filing system for all administrative documents according to NRC Filing Tree both as hard and soft copies.
* Follow up on the organization of shipments & couriers as needed locally and internationally.
* Manage the related processes for visas, Exit visa, and residencies for all NRC Iraq expatriate staff and visitors
* Ensure timely processing of visas and other relevant permits for international staff and NRC visitors and maintain a follow up system for renewals.
* Focal point with external bodies, the Admin officer will be the interface between NRC and authorities regarding NRC official documents (registration, authorizations, etc.) including renewal, Legal services & documents,
* Support country office staff with support letters (bank letters, Assayish, residency, etc).
* Review and track expatriate staff bills related to utilities and other services that are covered by NRC.
* Overall responsibility to ensure NRC visitors and consultants travel, accommodation and administration needs are met including transportation to and from the airport,
* Transport and accommodation arrangements for visitors and staff, from booking to billing according to procedures and framework agreements in place,
* Preparing welcome package for new visitors (accommodation, SIM card and phone, etc)
* Organising meetings and venues for general events (welcoming, staff leaving, honoring programme, staff meeting, etc.) or creative services (Team Building, Motivational, etc.)Generic professional competencies:
* Experience from working as Admin Officer for a minimum of ‎2 years
* Experience from working in a humanitarian/recovery context preferable
* Documented results related to the position’s responsibilities
* Fluent both English and Arabic, written and spoken
Context/ Specific skills, knowledge and experience:
* Bachelor’s Degree in Business Administration or related field with minimum ‎3 years’ of experience
* Good computer skills in Microsoft Office (MS Excel, Word, and Outlook)
* Strong communication and interpersonal skills
* Service minded, with strong organisational and planning skills
* Good cultural awareness and sensitivity
* Highly approachable, trustworthy and confidential
* Good diplomacy and negotiating skills
* Attention to details, problem solving skill, excellent time management skillsThrough:
Administration Officer Iraq - National Position - NRC and NORCAP Careers
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