Projec Assistant

[Baghdad,Iraq ]

 Position:  Project Assistant

Location:  Baghdad, Iraq

Reports To: Project Manager

Application Deadline:  1 December 2021

Starting Date: ASAP

 

 

Transform the lives of the most marginalized and vulnerable communities and be at the forefront of social change.

About You:  A driven and passionate professional looking to work alongside an inspiring, dynamic team of leading human rights workers. The candidate will have exceptional project organizational and administrative skills and embrace a collaborative, team approach to the work they do. This person has experience living and working in challenging operating environments and is eager to gain experience working on innovative human rights projects that support some of the most vulnerable people in Iraq and the Iraqi Kurdistan Region.

The Project:  Future Forward: The Iraqi Women’s Leadership Initiative is a 4 year project ( now in its 3rd year) focused on strengthening women’s leadership and securing economic rights for women, ultimately contributing to good governance, peace and stability in Iraq. This project will be implemented in Baghdad, Basra, Najaf, Al Muthana, Erbil and Sulaymaniyah. All project activities focus on empowering and girls in their homes, communities while simultaneously working in a larger context of peace-building and addressing pervasive barriers women face in accessing their rights. 

 

Essential Duties and Responsibilities:  The project administrative assistant will be based in Baghdad, Iraq S/he will work directly under the supervision of the project manager to assist with project implementation in regards to the administrative and project operational work. The administrative assistant will be responsible for providing day to day assistance and fully supports the project team’s needs with prompt action. S/he will cover basic and essential administrative duties and responsibilities upon request.

 

 Essential Job Responsibilities

 

• Assist the Project Manager and the project team in all administrative and operational tasks that facilitate achievement of project deliverables;
• Prepare and track all procurement processes with any paper work related to project administration including but not limited to (Purchase Requests, Purchase Orders, Service Agreements, Contracts, Cash Advances, Payment Requests and Financial Reconciliation) internally within the project and with the HAI supporting departments;
• Track and follow up all procurement processes with any paper work related to project implementing partners including but not limited to cash requests, financial reconciliation  and prepare SVF for partners reimbursement and submit to project manager for verification and approval;
• Manage the project filing system on Microsoft Teams Drive for all activities and ensure that information, document and pictures are organized accordingly to the reporting and auditing needs of the project. Ensure required levels of confidentiality;
• Responsible for the smooth operations of project functions including photocopies, financial and operations documents;
• Responsible for filing and organizing project documentation in a clear and accessible manner;
• Responsible for maintaining and updating team calendar and team meeting documentation; in addition to maintaining updated project projections and project internal expense tracker;
• Provide written and oral translation for technical documents, including Bills of Quantity, Completion Service Notes, government facilitation letters and permission documents etc;
• Assist in and facilitate workshops, trainings and meetings preparation which includes material preparation, copying and supply purchasing;
• Coordinate closely with the Project Manager to ensure proper logistics, administration, human resources of the project are conducted within HAI policy and with the maximum benefit to the project;
• Coordinate with the project team and support the field offices in project operational needs;

• Provides support and interacts with project partners; accountants in Iraq, and the Kurdistan Region of Iraq;

• Run errands for project needs as requested by Project Manager;
• Provide updates whenever needed in regards to the progress of the admin and Ops work inside the project;
• Must have strong organization skills with capacity to help contribute to developing and enhancing internal systems and processes;
• Must have a clear understanding on all HAI policies and project needs;
• Adhere to all HAI policies and procedures as outlined in HAI policies and procedure manuals;
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to HAI and to not jeopardize its humanitarian mission;
• Other duties as assigned.

 

 

 Position:  Project Assistant

Location:  Baghdad, Iraq

Reports To: Project Manager

Application Deadline:  1 December 2021

Starting Date: ASAP

 

 

Transform the lives of the most marginalized and vulnerable communities and be at the forefront of social change.

About You:  A driven and passionate professional looking to work alongside an inspiring, dynamic team of leading human rights workers. The candidate will have exceptional project organizational and administrative skills and embrace a collaborative, team approach to the work they do. This person has experience living and working in challenging operating environments and is eager to gain experience working on innovative human rights projects that support some of the most vulnerable people in Iraq and the Iraqi Kurdistan Region.

The Project:  Future Forward: The Iraqi Women’s Leadership Initiative is a 4 year project ( now in its 3rd year) focused on strengthening women’s leadership and securing economic rights for women, ultimately contributing to good governance, peace and stability in Iraq. This project will be implemented in Baghdad, Basra, Najaf, Al Muthana, Erbil and Sulaymaniyah. All project activities focus on empowering and girls in their homes, communities while simultaneously working in a larger context of peace-building and addressing pervasive barriers women face in accessing their rights. 

 

Essential Duties and Responsibilities:  The project administrative assistant will be based in Baghdad, Iraq S/he will work directly under the supervision of the project manager to assist with project implementation in regards to the administrative and project operational work. The administrative assistant will be responsible for providing day to day assistance and fully supports the project team’s needs with prompt action. S/he will cover basic and essential administrative duties and responsibilities upon request.

 

 Essential Job Responsibilities

 

• Assist the Project Manager and the project team in all administrative and operational tasks that facilitate achievement of project deliverables;
• Prepare and track all procurement processes with any paper work related to project administration including but not limited to (Purchase Requests, Purchase Orders, Service Agreements, Contracts, Cash Advances, Payment Requests and Financial Reconciliation) internally within the project and with the HAI supporting departments;
• Track and follow up all procurement processes with any paper work related to project implementing partners including but not limited to cash requests, financial reconciliation  and prepare SVF for partners reimbursement and submit to project manager for verification and approval;
• Manage the project filing system on Microsoft Teams Drive for all activities and ensure that information, document and pictures are organized accordingly to the reporting and auditing needs of the project. Ensure required levels of confidentiality;
• Responsible for the smooth operations of project functions including photocopies, financial and operations documents;
• Responsible for filing and organizing project documentation in a clear and accessible manner;
• Responsible for maintaining and updating team calendar and team meeting documentation; in addition to maintaining updated project projections and project internal expense tracker;
• Provide written and oral translation for technical documents, including Bills of Quantity, Completion Service Notes, government facilitation letters and permission documents etc;
• Assist in and facilitate workshops, trainings and meetings preparation which includes material preparation, copying and supply purchasing;
• Coordinate closely with the Project Manager to ensure proper logistics, administration, human resources of the project are conducted within HAI policy and with the maximum benefit to the project;
• Coordinate with the project team and support the field offices in project operational needs;

• Provides support and interacts with project partners; accountants in Iraq, and the Kurdistan Region of Iraq;

• Run errands for project needs as requested by Project Manager;
• Provide updates whenever needed in regards to the progress of the admin and Ops work inside the project;
• Must have strong organization skills with capacity to help contribute to developing and enhancing internal systems and processes;
• Must have a clear understanding on all HAI policies and project needs;
• Adhere to all HAI policies and procedures as outlined in HAI policies and procedure manuals;
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to HAI and to not jeopardize its humanitarian mission;
• Other duties as assigned.

 

 

Essential

• BA/S in relevant field such as administration, education, communications;
• At least one year of work experience in a related systems with NGOs;
• Excellent communication skills;
• Demonstrated skills in planning, organizing, analyzing and reporting;
• Ability to interact effectively with international and national personnel, as well as with project partners;
• Solid computer knowledge – Word, Excel and Power Point and using online drives and trackers are desired;
• Language skills – English, Arabic languages are desired;
• Knowledge of using social media and browsing are preferred;
• Willingness and ability to perform field work;
• Good problem solving skills;
• Ability to work and interact with a diverse staff from different ethnicities and backgrounds;
• Ability to conduct oneself with sensitivity and respect toward others.

 

Languages

• Essential – Fluent in English (read, write and communicate) Fluent in Arabic
• Desirable –Kurdish

 

Computer Skills:

• Superb Excel Skills
• Microsoft Office (e.g. Outlook, Word, PowerPoint), and other software applicable to the area of work
• Knowledge of database software, such as SPSS, and ability to direct data entry specialist for analysis and aggregation of data

 

Personal Competencies: Collaborative spirit and ability to work independently as well as in a team; commitment to knowledge sharing and teamwork; positive attitude and ability to see through challenges to find solutions; and strong interpersonal skills and an ability to clearly communicate, including complex concepts into layperson language.

 

Resilience: This project will address sensitive issues. Interested applicants should have a strong commitment to addressing the issue of the use of torture with cultural sensitivity, respect, and confidentiality.  Candidates should be flexible, have a sense of humor and patience.

Please send cover letter (1 page maximum) explaining your interest and how your experience meets the qualifications required and a CV, to

https://heartlandalliance.bamboohr.com/jobs/view.php?id=595

 

 Incomplete applications will not be considered. Only shortlisted candidates will be contacted. If you do not hear back from us within 4 weeks, please consider your application unsuccessful.

 

Heartland Alliance makes all hiring and employment decisions without regard to race, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, physical or mental disability, sexual orientation, sexual identity, immigrant status, political affiliation or belief, ex-offender status (depending on the offense and position to be filled), unfavorable military discharge, membership in an organization whose primary purpose is the protection of civil rights or improvement of living conditions and human relations, or HIV infection, in accordance with the Organization’s AIDS Policy Statement of September, 1987. Individuals with disabilities requiring accommodation should contact the Human Resources and Administration Office at (312) 660-1431.