Design, implement and oversee the maintenance of administrative / filing systems for the efficient functioning of the office.
Ensure that any Zonal Manager’s requests are immediately executed and follow up on any pending issues.
Provide administration support to all departments and sectors with the Zonal Manager’s 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 Zonal Manager and other relevant staff of new staff/visitors coming to Duhok.
Ensure that hotel bookings are made in time and communicated to staff arriving.
Inform incoming staff about recommended medical facilities, hospitals and medical doctors in Duhok and the area.
Ensure assignments for staff’s accommodation are done and communicated.
Set up team house and coordinate with the Zonal 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.
Ensure that the office / team house rent is paid on time.
Assist with the preparation of the annual Administration Department budget.
Ensure there are adequate office supplies available for the staff.
Manage the fleet of World Vision cars
Manage any transportation service provided by a third party for conducting World Vision’s business
Manage the drivers on a day-to-day basis.
Provide oversight on hiring drivers, orientation and training
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 a system for vehicle allocation and monitoring, and ensure that proper vehicle management policies are followed.
Establish standardization for the vehicle fleet in regards to equipment, safety and maintenance.
Provide advice to the Zonal Manager on the needed safety equipment and training.
Prepare timely requisitions for spare parts and maintain an appropriate stock
Maintain service records on all vehicles and driving records on all drivers.
Ensure proper management of vehicle first aid kits, and the radio equipment in the vehicles is check regularly
Attend and participate in all staff meetings.
Perform any other tasks as required by the Supervisor.
Maintain attendance records for all staff and coordinate all administrative HR issues with the P&C (People & Culture – HR) department in Erbil.