Logistics and Admin Assistant

The Logistics & Admin Assistant (LAA) in close coordination with  the operations team in Iraq Country Office assists the Logistics Officer and security focal point to ensure the smooth and efficient operation of day-to-day administration and logistics activities of the Women for Women International (WfWI) - in Ninawa Governorate, The LAA is responsible in maintaining well-functioning offices and training centers, coordinating procurement and supply needs, and providing administrative support to ensure that staff can carry out program activities effectively and in accordance with WfWI’s established policies and procedures.

When needed, interim cover for the Logistics Officer when the latter is out of office.

• Ensure timely payment of monthly or periodic social security and income taxes to the relevant government departments, either in person or via online systems, in close coordination with the Admin Team in Erbil and the supervisor.
• Support the recruitment process, including supervising written tests in Ninewa Governorate as needed, in coordination with the People, Capability, Culture & Administration Team in Erbil and the supervisor
• Support the Logistics officer to prepare periodic inventory checks and physical verification of items at least twice a year (to be performed by a committee).
• Support the Logistics officer to track the movement and condition of assets in WfWI offices and training centers in Ninawa, ensuring that staff sign the “Property Assignment Form” for any items individually assigned to staff and that forms are filed and correctly updated as staff depart/items change hands.

• Pay staff and contractors salaries occasionally if needed, and pay entitlement of suppliers
• Ensure that all expenses, include the necessary supporting documentation, are properly coded and submitted for authorization.
• Ensure internal control of the master list of all physical assets in Ninawa governorate training centers and conduct physical verification of inventory and assets on a regular basis as instructed by supervisor.
• Provide general administrative support to the training centers in Ninewa as directed by supervisor.
• Follow up the basic office needs and contracts and assist the admin manager and supervisor in providing services and renewal of service contracts.
• Carry out procurement for goods and supplies in accordance with established policies and procedures and donor requirements
• Identify sources for supplies and services, send out requests for quotations and complete all procurement documents in a timely and accurate manner (purchase requisition forms, requests for quotations, goods received notes, delivery notes, etc.)
• Develop and maintain a database for suppliers /vendors for reference purposes and conduct regular market surveys on prices.
• Prepare a price database for the frequently needed and expected items and update it with actual prices on the market on a weekly basis and share it with the meant staff to be used by the staff for filling PRs.
• Provide quality assurance on supplies and ensure that Women for Women International is getting “value for money” in all its purchases and services.
• Organize and keep the procurement documents filed and ready for audits at any time.
• Ensure that any repair and maintenance needs of the training centers are addressed in a timely, efficient manner.
• Track utility usage and payments for WfWI training centers in Ninawa (electricity, water, maintenance fees, generators, garbage, internet service, etc.) and prepare payment requests in the financial system as per respective contracts and invoices.
• Maintain an efficient filing system for procurement and logistics documents.
• Arrange for staff movement in Ninawa and contact logistics officer for any kiss contact between KRI and GOI.
• Follow up the log and attendance sheet of drivers in Ninawa.
• Maintain safety and security equipment and ensure regular service/replenishment as needed (first aid kits, fire extinguishers, CCTV cameras, etc.).

All our staff are required to adhere to WfWI’s Code of Conduct and Safeguarding policies and to our organizational values: Empowerment, Integrity, Respect, Resilience.

• Education: Minimum Diploma in Business, Accounting, or relevant field. Specialized academic certificates or training certificates will be considered as an added advantage.
• Years of experience: 1 year of work experience in relevant fields, preferably within INGOs sector.
• Knowledge of Procurement and Supply Chain procedures.
• Highly organized and detail-oriented with strong analytical, reasoning and problem-solving skills.
• High level of integrity and attention to detail.
• Good inter-personal skills and ability to work in a team.
• Good communication skills and ability to build rapport with communities and participants.
• Ability and willingness to travel around the country as required.
• Excellent written and verbal English and Arabic skills,
• Strong computer skills in MS Word, Excel, PowerPoint, and email applications.

• Commitment to and respect for Women for Women International’s mission and values.

Physical Demands:

• Long hours work on the laptop.
• Sitting during long drives while travelling to other field locations

*This job description may be modified from time to time in the discretion of WfWI.

Please apply via the link below if you're interested

Logistics and Admin Assistant - Iraq | Women for Women International Careers