Administration Technical Assistant

Purpose of the role

The role involves managing travel and accommodation arrangements for staff and visitors in the Baghdad office, including booking flights, hotels, and guest house accommodations. It requires maintaining records of staff housing, coordinating with landlords for office and guest house maintenance, and handling office supplies and stationery purchases. The position also includes organizing events, ensuring office cleanliness, and processing payments for contingent and daily workers in accordance with Finance SOPs.

What you will do

• Adhere to NRC policies, tools, handbooks and guidelines
• Assist with the implementation of the admin function portfolio according to plan of action
• Prepare and develop status reports as required by management
• Ensure proper filing of Admin related documents
• Promote and share ideas for improvement of the administration function

Specifically, you will;

• Arrange for staff and visitors, flight bookings, hotel accommodation and hospitality arrangements in Baghdad office.
• Make appointments and keep itineraries for NRC visitors when required.
• Facilitate the accommodation arrangements of visitors and staff in guest houses.
• Maintain records of allocation staff accommodation in NRC guest houses and alert the line manager/s about accommodation situation.
• Coordinate with the landlords for office and guest house on issues related to maintenance, utility payments and lease agreements.
• File administrative documents according to procedures and maintain stock of office supplies in Baghdad office.
• Purchasing office stationery, phone credit cards and office supplies for guesthouses and office such as Gas, keys, SIM cards etc.
• Hotels reservations for training, workshops, NRC events, meetings and conferences.
• Ensure that Baghdad office is kept clean, tidy and organised. Liase with Logistics when disposal processed need to be undertaken.
• Responsible for preparing office contingent workers’ payments in line with Finance SOP and passing to Finance
• Responsible for preparing office daily workers’ payments in line with Finance SOP and passing to Finance
• Act as the fleet focal point when needed.
• Provide other support as requested by the line manager.

Qualifications

Professional competencies

• Minimum 2 years of experience in the administration role.
• Experience from working as a Support Function Officer in a humanitarian/recovery context
• Previous experience from working in complex and volatile contexts
• Documented results related to the position’s responsibilities
• Working knowledge of English
• Fluent in Arabic
• Analytical skills
• Proven ability to plan and implement
• Motivated and keen to learn
• Strong organisational and team working skills
• Good cultural awareness and sensitivity
• Good computer application skills in Microsoft Excel, Word, PowerPoint, database and network communication

Source: https://ekum.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_2019/requisitions/job/15618