Administrative Assistant -Baghdad (008)

Main Purpose

The Administration Assistant are responsible for the proper archive and payments of the base of Sulaymaniyah and its projects. In this context, he/she the payments are done on time and project documents are archived properly, in accordance with the Organization procedures and the Country Finance/HR coordinator directions.

 Reporting to: 

Hierarchical: Administration Officer – Baghdad

Technical: HR/Finance Coordinator

HR responsibilities:

• Share contracts (employment, service, consultancy, incentive) and associated annexes in
• compliance with legal requirements. Coordinate timely and accurate execution of contract amendments with the HR Coordinator.

Employee Data Management:

• Regularly review and validate staff-related documents to ensure compliance with internal regulations, legal standards, and donor requirements.

• Ensure personnel files are up-to-date and organized in both digital and hard formats, adhering to the standard file checklist.
• Ensure that monthly documents are signed, reviewed, validated and archived
• Prepare the exit documents to be signed by the departing
• Collect the signatures for the monthly documents from the staff and ensure that the staff receive their copy timely.

 Recruimtent: 

• Ensure a fair and transparent recruitment process according to the Recruitment Policy
• Promote and advertise the job opportunities through the most suitable recruitment channels
• Ensure that all participants in the recruitment process sign the Conflict of Interests declaration
• Is responsible to review the CVs and Cover Letters and screen all the applicants according to selection criteria to provide a list of suitable candidates
• Is responsible to schedule and conduct interviews and/or tests with applicants who meet the specified criteria for the position as per the recruitment process and in close coordination with the line managers
• Recommend candidates based on their qualifications and skills
• Participate in final decision with HR Coordinator and Hiring Manager
• Conduct reference and background check

 Finance Responsibilities: 

Accounting & Recording (Registration Function)

• Register financial transactions in the accounting system based on approved and completed payment documents.
• Enter cash, bank, and journal transactions accurately and in a timely
• Maintain updated accounting records, ledgers, and tracking
• Ensure all registered transactions are supported by complete and approved
• Collect, verify completeness, and organize financial supporting documents (invoices, receipts, contracts, attendance sheets).
• Maintain physical and electronic filing systems in line with internal and donor
• Prepare documentation sets for monthly closures, audits, and donor review

Advances & Reconciliations Support

• Register staff and activity advances and monitor their clearance in the accounting
• Follow up with staff for timely submission of advance liquidation
• Support preparation of advance and balance tracking

Reporting Support:

• Support the Finance Officer in preparing basic financial
• Assist in monthly closing activities by ensuring all transactions are registered and

Compliance & Controls

• Ensure all recorded transactions comply with internal policies and donor
• Flag inconsistencies, missing documentation, or potential compliance issues to the Finance
• Maintain confidentiality and data integrity at all

Liaison Support

• The Admin Assistant should support the Liaison, under the direction of the Field Manager, HRCO and Fin Co, when required.
• Specifically, the administration functions of the annual financial report, as well as other reporting requirements as requested.

INTERSOS is committed to achieving workforce diversity in terms of gender, nationality, and culture. Individuals from minority groups, indigenous groups, and persons with disabilities are equally encouraged to apply.

“Applicants with previous experience in the same project and the same duty station will be prioritized in the recruitment process.”

Please be advised that the gross salary will be 1,970,000 IQD.

Kindly note that:

• Only short-listed candidates will be contacted.
• Your resume must be uploaded in PDF format.
• INTERSOS is reviewing applications on a rolling basis, and we reserve the right to close the vacancy before the mentioned closing date.
• The preference will be given to qualified candidates from the recruitment area.

إنترسوس ملتزمة بتحقيق تنوع في قوى العمل من حيث الجنس، والجنسية، والثقافة. نشجع الأفراد من الجماعات الأقلية، والجماعات الأصلية، وأصحاب ذوي الاحتياجات الخاصة على التقدم بطلباتهم للتوظيف مع انترسوس .

“سيتم إعطاء الأولوية في عملية التوظيف للمتقدمين الذين لديهم خبرة سابقة في نفس المشروع ونفس مكان العمل.”

يرجى العلم أن الراتب الإجمالي سيكون 1,970,000 دينار عراقي.

للمهتمين والذين يستوفون المعايير المطلوبة ، يرجى النقر هنا للتقديم.

لطفا لاحظ ذلك:

• سيتم الاتصال فقط لمن يكون ضمن قائمة المرشحين المختصرة.
• يجب تحميل سيرتك الذاتية بصيغة
• تقوم انترسوس بمراجعة التقديمات بصورة دورية ، ونحتفظ بالحق في إغلاق الوظيفة الشاغرة قبل تاريخ الإغلاق المذكور في حال ايجاد الشخص المناسب.
• سيتم إعطاء الأفضلية للمرشحين المؤهلين من سكان المنطقة