Office Manager مدير مكتب

Office Manager مدير مكتب

JOB Vacancy Announcement #: 4927

Job Title: Office Manager مدير مكتب

Application deadline: 26/5/2021

Job Requirements:


  • University degree in a relevant discipline
  • Minimum three years relevant work experience in a similar capacity preferably in NGO sector.
  • Good written and spoken Arabic & English with good communications skills.
  • Personnel management experience.
  • Experience with dealing with local authorized and self-admission
  • Ability to work in a systematic and organized manner.
  • The ability to priorities competing demands.
  • Excellent IT skills, including use of spread sheet and electronic mail.
  • Commitment to humanitarian principles and values
  • Commitment to Concern equal opportunity and gender practices


  • Logistics relevant experience

Job Description:

HR and Administration in coordination with HR Coordinator

– Ensure timely payment of bills for rent, telephone, internet, electricity, water.

– Monitor and control the use of the office fixed line telephone.

– Ensure an adequate provision of office supplies, including computer and printer supplies.

– Follow up of the office supplies stock.

– Follow up service agreements and ensure that IT equipment are always functioning.

– Maintain and check administrative filing systems, filling administrative documents and letters.

– Support HR assistant in supervise the cleaning/gardening staff.

– Liaise with local authorities to ensure all legal documentation is completed and submitted accordingly.

– Follow up the recruitment of new staff, advertisement, CVs collection, and arrangement of interview.

– Follow up on the preparation of work contracts for new staff and extend/Amend work contracts when needed.

– Follow up on scanning/filling and keeping updated personal files on Share point for all employees with needed documents.

– Update the base organogram and contract list on monthly basis

Finance in coordination with Finance Manager

– Manage the Finance assistant in day-to-day cash management and ensure cash transactions and management are in line with Concern procedures in coordination with Finance Department in Iraq

– Safe Cash Count on weekly basis

– Oversee finance function to ensure that all spending is in line with Concern financial procedures and

– Donor requirements

– In collaboration with AC, ensure that cash forecast and cash request is submitted on time to ensure timely transfer of funds.

– Oversee Hawala transfers and coordinate with Dohuk office for payroll and medical insurance transfers

Logistics in coordination with Country Logistics Coordinator

Procurement & Logistics

– Manage and process local procurements in accordance with Concern Procurement policy.

– Advertise and distribute RFQ’s for submission to Dohuk as required.

– Convene and facilitate the Purchase committee meetings as necessary.

– Train and induct Purchase Committee members as needed.

– Conduct local market survey for key programme supplies.

– Create and maintain and fair, transparent and accurate Approved Supplier list for the local market

– Support the Logistics Coordinator with Tender procedures as necessary

– Work with suppliers to understand terms and conditions and the code of conduct

– Update and share the SR tracker

Asset Management

– Is responsible to ensure all assets and equipment managed by Concern standard policies


– Ensure that the Warehouse facilities are properly managed and stock records accurately and properly maintained.

– Ensure that the Warehouse is kept clean and tidy with correct stock management procedures being followed


– Ensure that the contracts for all hire Vehicles and Drivers are maintained accurately and timely.

– Ensure that the transport responsible staff regularly spot check the vehicles for road wordiness and compliance to CWW policy Log sheets, daily vehicle checks, speed limits, seat belts etc).

– Support the transport responsible staff to efficiently manage the usage and allocation of the fleet.

– Ensure timely completion and submission of the monthly transport analysis report.

Security in coordination with Area Coordinator(AC)

– Support the AC in security monitoring and reporting.

– Ensure all staff and especially drivers and passengers are security aware and adhere to guidelines in practice and reporting.

– Participate in Security Focal Group meetings.

– Closely monitor the security situation and regularly inform the SD on any changes.

– Develop and maintain relationships with the relevant local authorities and key stakeholders.

Staff Management in coordination with Area Coordinator (AC)

– Support and promote the standards outlined in the Programme Participant Protection Policy and Concern Code of Conduct to their team, partner organizations and beneficiaries, and be committed to providing a safe working environment. e.g. Programme Participant Protection Policy, Equality, Anti-Fraud Policy and Accountability standards.

– Promote and lead the Logs, Finance and HR team to achieve high standards of transparency and accountability in order to reduce potential for abuse or Fraud

– Promote high standards of performance and service delivery by the systems team to ensure the success of the overall programme in Raqqa /Syria

– Ensure all Concern policies and guidelines are adhered to by staff and local partners in Jurisdiction


– Any other duties as assigned by AC

Advertiser: كونسيرن – Concern WorldWide

Other Information’s:

please attach the JD to the annocuemnet

Duty Station: RAQ

How to Apply:
Please send your CV to the following email/Link:

Please fill out the form on the following link:     

Please consider to mention the advert ID (Above) and the job title in the email subject.

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