Admin and Security officer – Baghdad
PURPOSE OF POSITION:
To establish, manage and coordinate administrative functions for the World Vision office in Baghdad according to World Vision standards, policies and procedures in order to ensure a smooth running of the office and in particular the administration department including the movement of staff and visitors and team house management. Supervise the office and team house cleaner(s) and administration assistant, if one is employed. And ensure that fleet of vehicles and equipment are managed and maintained properly in compliance with World Vision standards and policies, and provide reliable transportation for World Vision goods, assets and staff. Also, the holder of this position will manage all transportation issued from third parties.
In addition the position will require the holder to act as a point of contact for all safety and security related incidents, providing immediate input, support and coordination.
Design, implement and oversee the maintenance of administrative / filing systems for the efficient functioning of the office.
Ensure that any Admin Manager requests are immediately executed and follow up on any pending issues.
Provide administration support to all departments and sectors with the RD approval.
Organize, manage and oversee the maintenance of office support services including secretarial, data processing, housing, and office equipment purchases, building services and hospitality to visitors.
Ensure all documentation is appropriately filed according to World Vision standards.
Maintain an accurate visitor list and inform the Admin Manager and other relevant staff of new staff/visitors coming
Ensure that hotel bookings are made in time and communicated to staff arriving.
Ensure there is a secure Airport Pickup ( transportation )
Ensure assignments for staff’s accommodation are done and communicated.
Set up team house and coordinate with the Admin Manager on all room assignments.
Ensure cell phone airtime is available at all times for staff according to policy.
Ensure that utilities are available and working properly in the office, warehouse and team house.
Assist with the preparation of the annual Administration Department budget.
Ensure there are adequate office supplies available for the staff.
Managing the Petty cash
Attend and participate in all GOV meetings.
Maintain attendance records for all staff and coordinate all administrative HR issues with the P&C (People & Culture – HR) department in Erbil.
Back up for the Government relations consultant and Liaison officer
Following up the registration Process in Baghdad
Following with Lawyer
Process visa for all visitors and new staff
Enquire on visa requirements
Processing government request letters
Perform any other tasks as required by the Supervisor.
Transportation and Fleet:
Manage any transportation service provided by a third party for conducting World Vision’s business
Facilitate requests for transport from staff to conduct World Vision business, or with the proper approval.
Ensure the vehicle tracking system is up to date.
Establish standardization for the vehicle fleet in regards to equipment, safety and maintenance.
Prepare timely requisitions for spare parts and maintain an appropriate stock
Act as a point of contact for all safety and security related incidents, providing immediate input, support and coordination during and post incident.
Build ongoing networks and represent WV at local NGO security network meetings in Baghdad and ensure information from these groups is disseminated to relevant staff.
Conduct and provide input in terms of security assessments as requested/required.
May be requested, to conduct Security Risk Assessments to new areas of operations, under the guidance of Response Security Manager as required.
Be the focal point for coordination with local security authorities related to incident management but also for compliance with local laws and regulations.
KNOWLEDGE, SKILLS AND ABILITIES:
University degree in business or similar achievement and/or extensive work experience in administrative fields.
Experience in managing an administration department.
Experience in working in an emergency relief setting is desirable.
Good experience as a driver and managing a fleet of vehicles for an organization.
Verifiable and proven experience working in safety and security role
Good English communication skills, both oral and written.
Good communication skills, local language(s)
Thorough knowledge of MS Office and Lotus Notes.
Must be a self-starter, pro-active and excellent at multi-tasking.
Strong and demonstrated knowledge of administration principles.
Excellent organizational and coordination skills
Must be able to work under pressure
Good understanding of World Vision administration standards
Must have cross-cultural sensitivity, flexible worldview and emotional maturity
Ability to work in and contribute to a team building environment
Hold a valid driver license
Good physical and mental health in order to perform adequately the corresponding duties
Be flexible to work long hours beyond working hours
Ability to work in a multicultural environment
Adherence to security protocols
Ability to maintain performance expectations in diverse cultural contexts, psychologically stressful environments and physical hardship conditions with limited resources
Commitment to World Vision Core Values and Mission Statement
Ability to exhibit exemplary lifestyle as interpreted in specific local cultural context
Adherence to the Child Protection Policy and Code of Conduct.
Working experience in a supervisory role, preferably in logistics with an NGO.
Complete Travel and/or Work Environment statements if applicable.
Office environment: typical field based
Travel: Domestic travel is required.
On call: During normal working hours unless there is an emergency.