[Erbil,Iraq ]

Main Tasks and Responsibilities

 

The Operations assistant (OA) is a member of the Finance, HR and Procurement teams providing daily support to People in Need’s (PIN) country programs (CPs) operating in Erbil. The OA is fulfilling the role of administrator of the financial, procurement and HR documentation in physical and electronical form. Administrates documentation relevant for the distribution of the stock, performs screening of the vendors and provides general support to operations departments to ensure smooth daily operations.

 

• Ensure archiving of electronic copies of cash register documents for all Erbil cash registers in system ELO Java Client and archiving of original hard copies in assigned folders;
• Physical archiving of original hard copies of invoices and purchase advance letter and cross checking with ELO archive for IRQ and SYR Country Programs;
• Scan internal invoices (without ELO workflow approval), such as monthly rentals of premises and vehicles;
• Monitor compliance of electronic version with physical archiving / filing rules across PIN offices and flag cases of missing or incomplete scans;
• Coordination in planning of transfer of financial documentation from field offices to Erbil base, filing original financial documentations once it reaches Erbil; being a focal point for coordination of repatriation of financial documentation from the mission to the archive in Headquarter;
• Hold the Role of “contract administrator” on ELO Java Client for the non-HR contracts originating in Erbil for SYR and IRQ CPs;
• Audit support – preparation of supporting documentation (HR, Finance and procurement) for external and internal audits across SYR and IRQ CPs;

·         Other tasks as assigned by line manager and/or head of department.

 

Stock management system

 

• The role of administrator of the stock management processes responsible for collecting, uploading, approval on NAV. Physical archiving of all documents related to direct and indirect distributions.

 

Archiving, reporting, WatchDog checking

• Maintains physical archive of procurement, WH/stock any other related documentation, scanning of procurement and stock documentation, archiving soft copies of procurement documentation related to 3 quotations and simple purchases in ELO;
• Performs WatchDog check on all Vendors, for all Contracts in ELO.

 

Human Resources

• Assists in recruitment (i.e. posting vacancies on websites, shortlisting CVs, etc.);
• Filing and archiving of HR documentation; contracts, extensions, recruitment documents, performance appraisals, etc.;
• Translation of HR and administration documents.

 

 

GENERAL EMPLOYEES OBLIGATIONS AND RESPONSIBILITIES

• The Employer stipulates the right to assign the Employee any other kind of work derived from his specialization. In case of urgent work and such like the Employee may be asked to work overtime as well as during public and other holidays.
• Adhering to all PIN policies and procedures at all times including those stipulated in National Staff Handbook, Child Protection Policy, Security Standard Operating procedures, etc.
• Punctual attendance to work including both working hours in the assigned office and schedule field trips if applicable
• Ensuring timely and effective delivery of tasks
• Correctness and completeness of given tasks
• The Employee takes over the responsibility for all entrusted material or cash. The Employee is obligated to cover all damages or losses caused by his carelessness. The Agreement of Liability of Assets has been signed separately.
• Prompt providing of all relevant information to their supervisor
• Maintain confidentiality of all information gained from employment within not publicly available
• Archiving of all entrusted and acquired documents in proper manner
• Representing and upholding the values of People in Need at all times
• Behave in appropriate manners at all times and in all places

 

• Bachelor Degree 
• Previous experience in administration and Archiving documents is an advantage.
• upper-intermediate english 
• Fluent Arabic
• Time management and organizing skills
• Strong communication and follow-up with other departments demanded.
• Flexibility and Availability: In case employee been asked to perform other tasks in additional to employee’s permanent tasks the Employee shall accomplish the urgent and more important duties first.

 

Interested candidates are invited to submit their applications by latest 18^th October 2021 via a link:

https://airtable.com/shrn5u6GpgBoGlp3c

only shortlisted candidates will be contracted.

Early applications are encouraged as the suitable candidate might be selected before the application deadline.