Admin & Logistics Assistant Officer

HAMAP-Humanitaire in Iraq

Haltes aux Mines AntiPersonnel (HAMAP)-Humanitaire is a French NGO, established in 1999 to contribute to struggles against mines and the risks it presents to civilian population. HAMAP-Humanitaire is active in 13 countries and pursues a mission of support to local partners from the need assessment, through project conception and to its sustainable implementation. HAMAP-Humanitaire diversified its field of activity, to encompass four sectors:  Engineering (WASH and construction); Health and hygiene; Education – vocational training; Mine Action.

https://hamap-humanitaire.org/

Job Information

Position: Admin&log Assistant

Contract Duration: Three Months and Half (with possibility of extension)

Duty station: Erbil, Iraq

Working hours: Full-time

Requirements

Minimum education: Diploma or bachelor’s degree

Minimum experience: 1 to 2 years

Required travel: No

Job status

No of jobs: 1

Published date: 3^rd of October 2024

Deadline date: 12^th of October 2024

Start date: 20^th of October 2024.

Description

HAMAP-Humanitaire is supporting and building local capacities of a local partner based in Dohuk in the framework of a project in Sinjar. We are now seeking for admin&log assistant officer to manage all related admin and logistics tasks assigned by the line manager. Alongside other support functions, admin and logistics department ensures that systems and practices needed for the healthy and efficient operational support is present for effective implementation of HAMAP-Humanitaire Iraq programs/projects.

The selected successful applicant will be accountable and liable for the following duties:

Hierarchical and organizational links:

Reports to: Deputy Coordinator for Iraq

Coordinates with: Finance, HR and program staff

Main Responsibilities:

1. Executing daily administrative and logistical responsibilities given by the line manager.
2. Contributing to developing admin and logistics documents.

Main Duties:

• Logistics

1. Procurement:

• In line with the line manager, plan the procurement of supplies and equipment requested by HAMAP staff in a cost-effective and transparent manner while adhering to HAMAP-Humanitaire policies and regulations.
• Assist in generating Purchase Requests for all administrative and logistics-related demands and grant approvals.
• Provide quality checks on all goods and ensure that HAMAP-Humanitaire receives “bang for buck” on all expenditures and services.
• In line with the line manager, plan field excursions to carry out procurement tasks based on the demands of the field team (Based in Sinjar), monitoring and compile feedback on procurement activities in the field.
• Collect quotations, CBAs, purchase orders, contracts, GRNs, receipts, and invoices, ensuring that suppliers accurately complete the documentation.
• Prepare GRN for commodities procured from vendors in accordance with HAMAP-Humanitaire regulations.
• Ensure the appropriate classification and documentation of all procurement files, including the scanning of all procurement files and the manual and electronic updating of their archiving.
• Ensure to follow appropriate anti-fraud measures are in place to prevent the chance of exploitation of HAMAP- Humanitaire’s procurement system and provide the purchase requester with precise specifications and detailed descriptions if asked.
• Discover qualified potential suppliers, updating the list of suppliers, and ensuring that all required information is included.
• Conduct frequent market analyses to maintain up to date knowledge of local market prices for the most used common goods and services and update the list of suppliers.
• Assist with required market assessments/surveys prior to the development of a new proposal.

1. Fleet Management:

• Supervise the day-to-day tasks of driver(s), providing briefings to ensure that they adhere to all safety and security regulations and keep their cars to the appropriate levels.
• Ensuring the proper and secure transportation for all local and international personnel and guests.
• Ensure sufficient fleet tracking documentation (e.g., logbooks, driver timesheets, and fuel consumption etc.)
• Evaluate trip requests and organize trip schedules and movement plans for personnel.
• Coordinate with program team to facilitate their daily transport requirements.
• Ensuring that security measures are adhered to and that drivers keep their cars to the appropriate levels with fully functional equipment (first aid kits, communications, etc.); tracking of vehicle relocation, maintenance, and repairs if happen.
• Conduct periodic, extensive inspections of HAMAP-Humanitaire’s rented cars, to ensure they are well-maintained and in excellent operational condition and take appropriate measures to repair them as soon as possible.
• Admin

1. General admin

• Prepare a procurement strategy and request for office supplies by generating PRFs on a regular basis.
• Introduce all new personnel to the HAMAP structure, including the office, guesthouse, and amenities such as the exit door, kitchen, restrooms, and internet, and etc.
• Ensure the HAMAP-Humanitaire office has the essential equipment and supplies to operate smoothly and professionally and take appropriate measures to repair and maintenance
• Manage housekeeper and set up daily and weekly tasks; keep track of their daily and weekly responsibilities, as well as cleaning supplies.
• Draft service agreements; monitor and manage their performance and payments.
• Facilitate flights, hotel reservations, and travel arrangements for HAMAP-Humanitaire personnel.
• Ensure that all expatriates travel documents (boarding pass) are received and appropriately preserved.
• Provide recurring monthly credit to all entitled employees and track the distribution.
• Coordination of maintenance and upkeep of accessories in office and guest house(s), such as air conditioning systems, water pumps, lighting, and heaters.
• Collaborate and support with the program in event, conference, and meeting planning, as well as organizational training sessions.
• Managing visa and residency applications through online HAMAP portals installed by the KRG Ministry of the Interior and tracking the expiration dates.
• Assistance for the cross-border mobility of expatriates (accommodates in guesthouse, secure the clearance letters, provide fleet).
• Manage the HAMAP-Humanitaire letter reference system and ensure all official letters with outside and inside stakeholders are recorded and stored.

1. Asset Management

• In line with the line manager, develop an inventory tracking system to register all equipment, supplies, vehicles, and IT assets.
• Label every asset HAMAP possesses and register them; and always ensure the accuracy of recordkeeping.
• Ensure that the disposal of outdated or broken assets is appropriately authorized and recorded in accordance with relevant HAMAP-Humanitaire policy guidelines and donor criteria.
• Reporting and Networking:
• Provide admin&log officer with frequent, timely, and correct administration and logistics report preparation.
• Develop and sustain good professional relationships with suppliers, service providers, and contractors while following fully HAMAP’s anti-corruption policies and code of conduct.

Required Competencies:

• Behavioral
• Takes responsibility and manages constructive criticism.
• Works effectively with all HAMAP staff, partner and project’s stakeholders.
• Promotes continuous learning; communicates clearly.
• Takes initiative and drives high levels of performance management.
• Plans work, anticipates risks, and sets goals within area of responsibility.
• Displays mastery of subject matter.
• Contributes to a collegial team environment.
• Creates a respectful office environment free of harassment and retaliation, and promotes the prevention of sexual exploitation and abuse (PSEA);
• Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation.
• Displays awareness of relevant technological solutions.
• Works with internal and external stakeholders to meet resource needs of HAMAP.
• Technical
• Effectively applies knowledge of relevant Admin and logistics theories and practices and recognizes their application within existing HAMAP-Humanitaire and Partner processes.
• Delivers Admin & Logistics solutions customized to the needs of HAMAP-Humanitaire and its Partner.
• Anticipates and understands internal and external issues and opportunities that may impact the support functions landscape of HAMAP and its Partner.
• Adapts best support functions practices to the requirements of HAMAP-Humanitaire and its Partner to facilitate the achievement of strategic objectives.

Required Qualifications:

• Education
• Bachelor’s degree in management, Administration, supply chain or a related discipline preferably from an accredited academic institution with 2 to 4 years of relevant professional experience
• Experience
• 2 to 4 years’ experience in Management and/or administration and/or logistics preferably in an international, non-profit environment.
• Strong computer skills on MS Excel, MS Access and MS Word programs.
• Familiar with governmental applications’ approval process
• A clear understanding of procurement ethics and donor compliance is essential.
• Previous NGO experience / internship is a plus.
• Languages
• Fluency in English.
• Working knowledge of Kurdish, Arabic, and French an advantage.

Rules of conduct:

• While working for HAMAP-Humanitaire, completing the entrusted tasks, or presenting his/herself as working for the NGO, the following is expected by the Representative:
• Systematically reporting to the Country Director his/her activities and seeking approval before to undertake any unplanned activity.
• Acting in a proper way, according to HAMAP-Humanitaire values, with all actors: this excludes any discrimination on basis of nationality, ethnicity, religion, class, gender, sexual orientation or political affiliation.
• Respecting the various local habits and customs, as well as the country laws and rules, to preserve HAMAP-Humanitaire respectability.
• Respecting a strict confidentiality regarding HAMAP-Humanitaire documents, projects (ongoing and future), prospects of development, stakeholders and providers, unless instructed differently by the Country Director.
• Avoiding any use of the job position in HAMAP-Humanitaire for personal purposes.

How To Apply 

• To apply please prepare a CV and Cover letter and fill the form at this link:

          https://ee-eu.kobotoolbox.org/x/8UUxUZe4

• The application should only take 5 minutes to complete.