Administrative Officer (Female)

[Erbil,Iraq ]

About SEED Foundation: SEED is a locally registered NGO in Kurdistan Region of Iraq, whose mission is to protect, empower, and support the recovery of survivors of violence and others at risk. SEED provides comprehensive services, integrating mental health, case management, legal and protection services, with psychosocial support activities to protect and empower survivors, and improve individual, family, and community well-being. SEED supports women, men, boys, and girls who are survivors of violence and other rights abuses, including survivors of conflict, gender-based violence (GBV), trafficking, torture, human rights violations, including internally displaced, refugees, foreign citizens, and host community. Through our Center for MHPSS, SEED strengthens the skills of service providers and government actors through education, training and capacity building to better support vulnerable individuals and communities. SEED promotes policy, institutional, regulatory, practice, and social change to strengthen human rights, protections, and services for vulnerable individuals and groups. SEED combats human trafficking through services for survivors and those at risk including shelter protection; strengthen institutional protections through technical assistance, training, public awareness, and advocacy. SEED’s work reflects international best practices and expertise combined with local experience.

ROLE OF THE ADMINISTRATION OFFICER

The Administration officer is responsible to support the successful implementation of the center through provision of administrative support including human resources, procurement, logistics, finance, and safety and security support. The Administration officer will ensure the center maintains adequate supplies at all times and properly documents all expenditures. The Administration Officer is responsible for ensuring all staff and residents are aware of Safety and Security Policies and adhere to them. The Administration Officer will supervise all support staff including security personnel, drivers, and housekeepers.

TASKS

Management and Administration – 50%

• Ensure all operational and staff conduct policies and procedures are adhered to within the center.
• Provide ongoing supervision to direct reports, including the creation of annual staff work plans and performance reviews .
• Identify staff training needs and arrange and/or deliver required trainings.
• Oversee all administrative needs of center, including procurement of goods required (food, cleaning supplies, hygiene supplies, etc.) and center maintenance.
• Ensure careful and efficient use of center resources.
• Maintain and manage center vehicles and transportation requests.

Financial Management – 25%

• Oversee day-to-day budget and funds management under multiple grants, including making accurate projections and ensuring efficient spending in accordance with donor requirements.
• Participate in a monthly budget to actual reviews and make adjustments to projections as necessary.
• Report on spending in a timely manner using provided templates.

Safety and Security Management- 25%

• Ensure the center’s Security Policy and Procedures are known and followed by all staff.
• Facilitate annual security training regarding critical incident procedures and other relevant topics, or as needed.
• Manage security team for the center, ensuring 24/7 coverage by security personnel.
• Ensure all incident reports are documented properly and maintained in a confidential file.

About SEED Foundation: SEED is a locally registered NGO in Kurdistan Region of Iraq, whose mission is to protect, empower, and support the recovery of survivors of violence and others at risk. SEED provides comprehensive services, integrating mental health, case management, legal and protection services, with psychosocial support activities to protect and empower survivors, and improve individual, family, and community well-being. SEED supports women, men, boys, and girls who are survivors of violence and other rights abuses, including survivors of conflict, gender-based violence (GBV), trafficking, torture, human rights violations, including internally displaced, refugees, foreign citizens, and host community. Through our Center for MHPSS, SEED strengthens the skills of service providers and government actors through education, training and capacity building to better support vulnerable individuals and communities. SEED promotes policy, institutional, regulatory, practice, and social change to strengthen human rights, protections, and services for vulnerable individuals and groups. SEED combats human trafficking through services for survivors and those at risk including shelter protection; strengthen institutional protections through technical assistance, training, public awareness, and advocacy. SEED’s work reflects international best practices and expertise combined with local experience.

ROLE OF THE ADMINISTRATION OFFICER

The Administration officer is responsible to support the successful implementation of the center through provision of administrative support including human resources, procurement, logistics, finance, and safety and security support. The Administration officer will ensure the center maintains adequate supplies at all times and properly documents all expenditures. The Administration Officer is responsible for ensuring all staff and residents are aware of Safety and Security Policies and adhere to them. The Administration Officer will supervise all support staff including security personnel, drivers, and housekeepers.

TASKS

Management and Administration – 50%

• Ensure all operational and staff conduct policies and procedures are adhered to within the center.
• Provide ongoing supervision to direct reports, including the creation of annual staff work plans and performance reviews .
• Identify staff training needs and arrange and/or deliver required trainings.
• Oversee all administrative needs of center, including procurement of goods required (food, cleaning supplies, hygiene supplies, etc.) and center maintenance.
• Ensure careful and efficient use of center resources.
• Maintain and manage center vehicles and transportation requests.

Financial Management – 25%

• Oversee day-to-day budget and funds management under multiple grants, including making accurate projections and ensuring efficient spending in accordance with donor requirements.
• Participate in a monthly budget to actual reviews and make adjustments to projections as necessary.
• Report on spending in a timely manner using provided templates.

Safety and Security Management- 25%

• Ensure the center’s Security Policy and Procedures are known and followed by all staff.
• Facilitate annual security training regarding critical incident procedures and other relevant topics, or as needed.
• Manage security team for the center, ensuring 24/7 coverage by security personnel.
• Ensure all incident reports are documented properly and maintained in a confidential file.

• University degree in administration, project management, human resources, finances, or related field.
• Experience in supporting a team.
• At least two years of experience in management, Administrator or similar role.
• Excellent interpersonal skills, diplomacy, and persuasion skills
• Strong ability to work independently, including the ability to multitask, prioritize competing tasks, and manage time effectively
• Strong organization skills with a problem-solving attitude
• High standard of spoken and written Kurdish and English; Arabic a plus
• Good computer skills, including the use of email and Microsoft Word and Excel
• Ability to work in a stressful setting and adapt quickly to changing environments

• Interested candidates are invited to submit their applications via this link:

https://seedkurdistan.odoo.com/jobs/detail/administrative-officer-female-207#scrollTop=0

 

• Applications will be accepted and reviewed on a rolling basis until the position is filled. 
• Only complete applications will be reviewed. NO CALLS PLEASE. Only short-listed candidates will be contacted.