JOB Vacancy Announcement #: 5940
Job Title: Office Manager
Application deadline: 06.11.2021
Duty Station: Tabqa
Job Requirements:
- 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 DM, 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 <<base>> /Syria
– Ensure all organization policies and guidelines are adhered to by staff and local partners in Jurisdiction
Other
– Any other duties as assigned by DM
Advertiser:
Other Information’s:
Only the selected candidates will be confirmed receiving their applications.
Concern adopts the principle of equal opportunities.
Women are encouraged to submit their applications.
The successful candidate must adhere to and strictly enforce the Program P
How to Apply:
Please send your CV to the following email/Link:
للتقديم يرجى ملء الرابط التالي:
https://forms.gle/mgXTMFvGgYuUxQyq6
Please consider to mention the advert ID (Above) and the job title in the email subject.
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