Admin Officer

About Human for Human Organization (HFH)

Human for Human Organization (HFH) is a local Iraqi non-governmental organization committed to supporting communities and promoting sustainable development across Iraq. The organization has implemented various programs and projects in multiple sectors and governorates throughout the country. Through its diverse interventions, HFH works to strengthen community capacities, improve access to opportunities, and address the needs of local communities. HFH is committed to promoting inclusive development and creating positive, sustainable impact in the communities it serves.

Position Overview

The Admin Officer will provide administrative and logistical support to facilitate the effective implementation of project activities and the smooth functioning of project operations. The position is responsible for coordinating office services, arranging meetings and travel, supporting procurement and inventory processes, maintaining organized documentation, and ensuring the availability of office supplies and equipment.

Working closely with the Project Manager, project team, finance staff, and relevant administrative colleagues, the Admin Officer will help ensure that administrative requests are processed efficiently, records are maintained accurately, and logistical arrangements are completed in accordance with HFH procedures and applicable project requirements. The role also supports coordination between project locations and contributes to an organized, responsive, and professional working environment

Duties and Responsibilities

• Office Administration: Coordinate routine administrative activities to support the smooth functioning of the project office and ensure that administrative requests are processed in a timely and organized manner.
• Administrative Documentation: Prepare, format, review, and maintain routine administrative letters, forms, records, reports, and other official documents in accordance with HFH procedures.
• Document Filing and Management: Maintain an organized filing and document management system for project and administrative records, ensuring that documents are properly classified, updated, and accessible to authorized personnel.
• Correspondence Management: Maintain records of incoming and outgoing correspondence, track official communications, and ensure that documents are appropriately registered, distributed, and archived.
• Administrative Follow-up: Follow up on outstanding administrative requests and documentation, coordinate with relevant staff, and ensure that required information is submitted within agreed deadlines.
• Office Procedures: Support the implementation of internal administrative procedures and ensure that project staff are informed of relevant administrative guidelines and requirements.
• Staff Administrative Support: Assist with maintaining staff attendance records, timesheets, and other routine administrative documentation, without undertaking recruitment, employment contract preparation, or payroll management.
• Inter-Office Coordination: Coordinate the exchange of administrative information and documentation between the Baghdad main office and the project locations in Karbala and Basra.
• Confidentiality and Record Security: Ensure the appropriate handling, storage, and confidentiality of administrative documents and sensitive organizational information.
• Administrative Reporting: Maintain accurate administrative records and prepare summaries or updates on administrative matters when requested by the Project Manager.
• Compliance: Ensure that administrative procedures and documentation comply with HFH policies, approved project procedures, and applicable donor requirements.
• Other Duties: Perform other relevant administrative tasks assigned by the Project Manager or Executive Director, provided they fall within the scope of the position.

Duty Station

The proposed duty station is Baghdad, Iraq, with possible travel to Karbala and Basra in accordance with project and operational needs.

Reporting Line

The Admin Officer reports directly to the Project Manager of Human for Human Organization (HFH) and coordinates with relevant finance, logistics, and administrative staff as required.

 Qualifications & Preferred Skills

Professional Experience

• At least 3 years of relevant experience in administration, office support, logistics, or a similar role.
• Previous experience with NGOs or humanitarian and development organizations is highly preferred.
• Experience coordinating meetings, travel arrangements, procurement requests, inventory, and document filing is an advantage.

Educational Qualifications

• Bachelor’s degree in Business Administration, Human Resources, or a related field.

Technical Competencies

• Good knowledge of office administration, logistical coordination, and administrative procedures.
• Proficiency in Microsoft Word, Excel, Outlook, and other relevant office applications.
• Ability to maintain accurate records, organize documents, and manage multiple administrative tasks.
• Familiarity with inventory management, procurement documentation, and document management systems is an asset.
• Strong organizational skills and attention to detail.

Language Proficiency

• Fluency in Arabic and English, both written and spoken.

Personal Competencies

• Strong communication, coordination, and problem-solving skills.
• Ability to prioritize tasks, meet deadlines, and work effectively under pressure.
• Flexibility and ability to work independently and as part of a team.

Interested and qualified candidates are invited to submit their applications by email to jobs@h4hi.org.

Applicants must submit an updated Curriculum Vitae (CV) in PDF format and a Cover Letter.

Please ensure that the email subject line contains Admin Officer.

Only shortlisted candidates will be contacted.

Human for Human Organization (HFH) reviews applications on a rolling basis and reserves the right to close the vacancy before the announced deadline.

Application Deadline: 22 October 2026.