Job Description

Position: Admin and Logistic Assistant

Reports to: Logistics Officer
Location: Erbil (with travel to the field, as and when required/requested)
Line Management Responsibility: Drivers and cleaners

1. Overview

1.1. Background
War Child UK (WCUK) works with children who, as a result of conflict, live with a combination of poverty,
exclusion and insecurity. These children might include street children, child headed households,
children associated with armed groups, and children who have been put in prison. Our mission is to
support and strengthen the protective environment around all the children we serve. We look forward
to a world in which the lives of children are no longer torn apart by war. This is a vision that can only
be realized through the collective actions of children themselves, communities and their leaders, other
NGOs, governments and key decision makers.

1.2. Purpose of the Role:

The post holder will be responsible for providing admin, and logistics support to the programme
efficiently coordinate various tasks for smooth implementation of the programme. Further, manage
procurements as per War Child’s and its donors’ compliance requirements. S/he will also be holding
petty cash, liaising with government authorities and other NGOs, vendors and suppliers as well as
efficiently coordinate vehicle movement. S/he will be managing support staff. The post holder may
have budget management responsibility for admin budget lines. S/he will be responsible for arranging
Kurdistan/Iraq visas/Residence Cards for current Expat Staff & new international recruitments with the
active involvement/support of Security Officer.

The Admin and Logs Assistant will ensure compliance with War Child policies and procedures, including
the clear and consistent application of child safeguarding and code of conduct policies.

2. Key Responsibilities

 Efficiently manage admin and logistics role for Erbil Office.

 Support Mosul office in admin, and logs
 Process Permission/Approval from Authorities for War Child Programs and visitors
 Manage support staff, review their performance and suggest improvements
 Work in close coordination with programme, finance and admin.

More specific responsibilities include the following:

Admin, Logs and liaison

o Establish and maintain manual and online (soft copy) Admin, and logs filling system allowing
for easy access to important documents
o Procurement of office supplies,
o Maintaining inventory records and always maintain minimum required stock level
o Asset management, maintenance of Office, and guest house
o Ensure that hotel bookings are made in time and communicated to staff arriving.
o Maintain inventory of office stationery etc.
o Act as designated focal point with the government of KRI for issues related to visas, taxes,
registration, residency and all other War child related issues as required; Translate key
documents and provide Real Time translation as needed;
o Prepare documentation of legal proceedings.

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 o Design, implement and maintain system for controlling usage of vehicles and timely repair and
maintenance, including daily check of vehicles logbooks, fuel etc.
o Ensure It service and upkeep is managed on time (ensure that all office computers have up-to-
date software and are thoroughly protected against viruses)
o Arrange for office equipment repairs and maintenance and ensure everything is in good
working condition
o Arrange logistics of staff travel.
o Efficient pick and drop arrangements for staff and visitors
o Process visitors’ approvals for international staff
o Organize events/trainings as needed/ requested
o information gathering, updating and sharing of any procedural and processes changes from
Iraq administration that directly affect War child operation
o Record and prepare minutes from staff meetings.
o Ensure all documentation is appropriately filed according to war child standards.
o Provide administration support to all departments and sectors with the Operation coordinator
approval.
o Manage repair and maintenance of office equipment, including computers, phones and
printers
o Organise translations of key documents or as per the OPSCO request
o Arrange and facilitate for visitors' transportation, their arrival and visas clearance at Iraqi
airports.
o Support logistics for all project activities

Procurement
o Develop framework agreements with vendors and suppliers based on proper bidding
process/comparative analysis
o Ensure compliance with donor and War Child rules and regulations in all areas including record
keeping and procurement as per War Child and donor policies and procedures
o Comply fully with WCUK’s finance, security and child protection policies and procedures
o Ensure that receipts and supporting documents are provided to the Finance and Operations
Coordinator Admin/Finance Assistant, in line with donor and War Child requirements.
 Any other task assigned by the line manager

2. Performance Indicators

o Efficiently deliver on the commitments

o Cost effective suggestions yet maintaining quality
o Organised and has attention to detail
o Deliver agreed results/outputs without reminders
o Seek continuous self-development
o Build admin and logs experience in 03 months after starting the job
o Demonstrate willingness to try
o Respect confidentiality
o Must be able to work under pressure
o Timely processing of the visas and work permits

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3. Job and person specifications
3.1. Experience
A minimum of 02-year experience in an international NGO or local NGO in an emergency context in
office administration, logistics, and coordination with the government departments and other INGOs.

3.2. Job specs

o University degree in business or administration or relevant field
o Experience of office administration, logistics management and coordination in a humanitarian
organisation
o Experience of procurement as per international NGOs’ standards
o Familiar with donor compliance requirements and first-hand experience of managing these
o Working knowledge of English (written & verbal) is a must.
o Native Kurdish Good in Arabic language.
3.3. Qualities
o Team player
o Friendly and good sense of humour
o Accurate, systematic, with an eye for detail
o Problem solver
o Ability to multi-task
o Calm under pressure
o Able to work in a small, dynamic organisation with limited resources
o Creative and innovative
o Commitment to War Child’s aims, values and mission