Country: Iraq
Closing date: 08 Jan 2016
Purpose
To provide broad-range of administrative support, data processing and systematised handling. Assist in translations of document and supporting documents. Act as personal assistant to the Operations Manager. Engage in maintenance to the IFRC office and residences.
Key tasks and responsibilities
Duties applicable to all
Work towards the achievement of Federation goals in the region of operation through effective managerial and lateral relations and teamwork.
Ensure understanding of roles, responsibilities, lateral relationships and accountabilities.
Perform other work related duties and responsibilities as may be assigned by the supervisor.
General Administration
Carrying full responsibilities over the IFRC Baghdad office administration and filing.
Maintain close relation with IRCS key departments on follow up matters related to operational and capacity building matters.
Act as a main liaison and main focal point at all times to IFRC office and mainly in the absence of the Country Representative – Iraq Operations a.i.
Carry on maintaining a clear record (written, chart) of planned follow-up matters in operations, country plan and general matters related to IRCS-IFRC joint action.
Creative problem solving as the predominant action mode to characterise NS liaison and settlement and resolution finding.
Uptake planned and ad-hock English-Arabic and Arabic-English translations both verbal and in writing.
Maintain clear and clean filing system.
Work closely with the IFRC Finance Officer in processing programme or general admin related expenditures.
Assist the Country Representative – Iraq Operations a.i. in administrative matters and external coordination with UN, PNS and Institutional Donor organisations based in the country.
Support IFRC Country Representation with organising IT and other outsourced general support form external resources.
Specific Duties Responsibilities and Accountabilities
The Senior Training Administration and logistics officer will undertake the following duties and responsibilities with the IFRC office in Baghdad and Erbil:
Overall facilitation of IFRC capacity building plan of action under EoPA/Emergency Appeal.
Assume responsibilities in liaison with IRCS departments on the implementation of the DM Module #1 training to be held in Erbil.
Assume responsibilities in liaison and organisational matters for the Public Health in Emergencies Training in Erbil.
Conduct CBA with best quality and serviced versus moderate prices of the training venue selection.
Prepare presentation material and handouts in coordination with the facilitators.
Provide supply to trainings and settle arranges.
Closely follow up with IRCS departments travel arrangements for participants, ticket issues and perdiem calculations.
Provide real-time support to the trainings in administration and office logistics issues.
Maintain liaison with IFRC-IRCS staff involved to harmonise travels, attendance and other relevant matters.
Assist in minor translations if required.
Assist the ongoing Needs and Capacity Assessment Mission with administrative and logistical matters.
Maintain liaison with IRCS-IFRC-PNS involved.
Process incoming invoices, prepare explanatory notes and translations as per the need of the IFRC Office.
Arrange accommodation for visitors and closely track scheduled programmes while in country.
Liaise with travel agents, airlines, hotels and other administrative related service providers and suppliers to ensure the most appropriate and cost efficient services and flights.
Any other tasks which may be reasonably assigned by the line manager
Person Specification
General
Good mental and physical health – Required
Qualifications
University Degree in Business Administration or relevant major – Required
Experience
5 years of relevant professional experience in administration – Preferred
Administrative support to training events, workshops – Required
Experience in dealing with hotels and other service providers – Required
Experience in travel arrangements – Required
Skills
Proficient with Internet and Microsoft Offices – MS Word, MS Excel and MS PowerPoint – Required
Fluent in English and Arabic - Required
Core Competencies
Strong sense of ownership and able to see through the completion of task assigned – Required
Teamwork; commitment to the International Red Cross & Red Crescent Movement; integrity & personal conduct; sensitivity to diversity; Flexibility & adaptability; interpersonal skills; resilience; friendly. Have a positive attitude, proactive, resourceful, hardworking, trustworthy, matured and able to maintain confidentiality at all times – Required
Able to work independently and in stressful situations – Required
Resourceful and capable to research and source information – Required Pro-active and highly organized - Required
How to apply:
To those who are interested in the above mentioned position, kindly send your CVs with a cover letter to the HR personnel: hr.mena@ifrc.org
Make sure to put the title of the required position as the subject of your email, other wise your application will not be considered.
Only shortlisted candidates will be contacted within 2 weeks after the ad is closed.