Support Services Officer

HAMAP-Humanitaire

https://hamap-humanitaire.org

Halte aux Mines AntiPersonnel (HAMAP)-Humanitaire is a French NGO, established in 1999 in order to contribute to the struggle against mines and the risks it presents to civilian population. HAMAP-Humanitaire is active in 13 countries and pursues a mission of support to local partners from the need assessment, through project conception and to its sustainable implementation. HAMAP-Humanitaire diversified its field of activity, to encompass two sectors: Engineering (WASH, construction, energy) and Mine Action.

HAMAP-Humanitaire in Iraq

HAMAP-Humanitaire has been supporting local partners in Iraq since 2017, through programs that have included IEDD trainings to national authorities, and support to local NGO activities such as EORE campaigns in under closure IDPs camps in Ninewa and Dohuk, EORE, NTS and improvised landmine clearance in Sinjar (Safer Sinjar Program).

Description

HAMAP-Humanitaire is seeking a Support Services Officer to support the implementation of support functions activities in Iraq. The role is responsible for the day-to-day implementation and follow-up of administrative, logistics, procurement, HR and finance support processes required for the effective functioning of HAMAP-Humanitaire operations in Iraq.

Under the direct supervision of the Regional Support Manager, the Support Services Officer will ensure that operational support processes are implemented in line with organizational procedures, donor requirements, and applicable regulations.

The position is implementation-focused and does not include managerial or strategic oversight responsibilities. The role requires close coordination with programme staff, local partners, suppliers, service providers, and relevant external stakeholders to ensure smooth operational support to programme implementation.

The Support Services Officer will also support the review and follow-up of local partner support documentation to ensure completeness, compliance, and proper filing of operational records and supporting documents.

Hierarchical and organizational links:

Reports to: Regional Support Services Manager

Coordinates with: Programme Coordinator, local partner staff, suppliers, service providers, and relevant external stakeholders

Main responsibilities and duties

Procurement and Logistics

• Support the implementation of procurement processes in accordance with HAMAP-Humanitaire procedures and donor requirements.
• Support and follow up on purchase requests, requests for quotations, bid analysis documents, purchase orders, contracts, goods received notes, and related procurement documentation.
• Liaise with suppliers and service providers to ensure timely delivery of goods and services.
• Maintain procurement files and ensure proper electronic and physical archiving of procurement documentation.
• Support market assessments and collection of quotations when required.
• Maintain and regularly update supplier and vendor lists.
• Ensure anti-corruption, transparency, and value for money principles are applied throughout procurement processes.
• Coordinate travel arrangements including flights, accommodation, transportation, and related logistics for staff and visitors.
• Ensure operational supplies and office consumables are adequately monitored and replenished when needed.
• Support follow-up on contracts and agreements for suppliers, services, rentals, hotels, and other operational needs.

Administration

• Prepare official letters and support administrative correspondence when required.
• Support organization of meetings, workshops, trainings, and internal events.
• Ensure proper record keeping of official operational documents and correspondence.
• Support visa, residency, access, and administrative follow-up processes with relevant authorities when required.
• Based on need, prepare and follow up on administrative documentation required for administrative orders, employee registrations, tax submissions, permits, and other official processes with relevant authorities in KRI.

Human Resources Support

• Support recruitment processes including vacancy advertisement, scheduling, and filing of recruitment documentation.
• Ensure confidentiality of employee records and HR-related information.
• Support follow-up on staff documentation and validity of required employment records.

Finance Support

• Support the preparation and maintenance of cashbooks, bankbooks, and finance supporting documentation.
• Ensure finance documents are properly filed, archived, and available for review and audit purposes.
• Support follow-up on operational payments and financial documentation with suppliers and service providers.
• Assist in maintaining organized financial records and tracking documentation.
• Support preparation of operational finance documentation required for audits and internal reviews.
• The position does not hold financial approval authority.

Local Partner Operational Support Follow-up

• Review local partner operational supporting documentation related to procurement, HR, administration, logistics, and operational finance documentation.
• Ensure supporting documents such as procurement files, invoices, contracts, attendance sheets, timesheets, and payroll supporting records are properly maintained and available for review.
• Raise operational documentation gaps or compliance concerns to the Regional Support Manager.

Reporting and Coordination

• Provide regular operational updates and trackers to the Regional Support Manager.
• Maintain effective coordination and communication with programme teams and local partners regarding operational support needs.
• Ensure operational documentation and records are maintained in an organized and accessible manner.
• Support preparation of internal operational reports and summaries when required.

Required competencies and qualifications

Behavioral

• Demonstrates diplomacy, discretion, and cultural sensitivity when engaging with high-level authorities and local stakeholders.
• Takes responsibility and manages constructive criticism.
• Works effectively with HAMAP staff, partners, authorities, and other project stakeholders.
• Promotes continuous learning; communicates clearly and concisely.
• Anticipates risks, plans work effectively, and sets achievable goals within area of responsibility.
• Contributes to a collegial team environment and supports capacity-building of partners.
• Creates a respectful office environment free of harassment and retaliation, and promotes the prevention of sexual exploitation and abuse (PSEA).
• Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation.

Education

• Bachelor degree in Management, Administration, Human Resources, Finance, Logistics, Accounting, Business Administration, or a related discipline.

Experience

• Minimum 3 years of professional experience in support functions within the NGO sector.
• Previous experience in procurement, logistics, HR support, Administration, or operational finance support.
• Experience maintaining operational documentation and filing systems.
• Familiarity with donor compliance and NGO operational procedures is an advantage.
• Experience working with local partners is an advantage..

Languages

• Fluency in English, Arabic, and Kurdish.
• Knowledge of French is an asset.

Interested candidates can apply for this position by submitting their application through the link below no later than 9 September 2026.

Application Link

Applications will be reviewed against the role requirements, and only those meeting the selection criteria will be considered. Only shortlisted candidates will be contacted for the next steps of the process. Due to the volume of applications received, we regret that individual feedback cannot be provided to unsuccessful applicants.

Please ensure that all required information is completed accurately when submitting your application. Applications submitted after the deadline or through other channels will not be considered.

HAMAP-Humanitaire is committed to equal opportunity and fair recruitment practices. No fees are charged at any stage of the application or selection process.