JOB Vacancy Announcement #: 5599
Job Title: Office Manager
Application deadline: 11.09.2021
Duty Station: Tabqa
Job Requirements:
Essential
- University degree in a relevant discipline
- Minimum two-three years relevant work experience in a similar capacity preferably in NGO sector.
- Excellent 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 organization equal opportunity and gender practices
Desirable
- Logistics and HRu 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 organization 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 organization 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 organization 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 Organization standard policies
Warehousing
– 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
Transport
– 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 District Manager (DM)
– Support the DM 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 District Manager (DM)
– Support and promote the standards outlined in the Programme Participant Protection Policy and organization 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 Tabqa /Syria
– Ensure all organization policies and guidelines are adhered to by staff and local partners in Jurisdiction
Other
– Any other duties as assigned by AC
Advertiser: Confidentiality
Other Information’s:
To apply: Please fill out the application form through the flowing link: https://forms.gle/dLwa6SBn6VDs1PNj7
Please note, only shortlisted candidates will be contacted.
– We adopt the principle of equal opportunities.
– Women are encouraged to submit
How to Apply:
Please send your CV to the following email/Link:
https://forms.gle/dLwa6SBn6VDs1PNj7
Please consider to mention the advert ID (Above) and the job title in the email subject.
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