Admin Program Officer - Anbar/ Ramadi

Job Description

The International Rescue Committee responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, IRC offers life-saving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in more than 40 countries and in 22 U.S. cities, IRC restores safety, dignity, and hope to millions who are uprooted by conflict or disaster. IRC leads the way from harm to home.

The IRC established programs in Iraq in 2003 to address the overwhelming needs of displaced people in Iraq and the neighboring countries. Since re-establishing its presence in Iraq in November 2007, the IRC has been assisting thousands of internally displaced families in the northern, central, and southern governorates in the sectors of protection, gender-based violence (GBV), education, economic recovery, Child Protection, and emergency humanitarian assistance. Working in coordination with the humanitarian community in Iraq, the IRC's assistance and emergency programs address the needs of war-affected Iraqi internally displaced persons (IDPs) and Syrian refugees from several operational bases in the country and include both camp-based and urban-based assistance. IRC operates throughout Iraq, with the main office in Erbil and field offices in, Baghdad, SAD, Anbar, and Mosul.

Job Overview/Summary:

Under the direct supervision of Sr. Supply Chain Officer; the Program Admin officer is responsible for program and office administration, maintenance, and supporting in procurement processes.

Major Responsibilities:

- Implement and maintain of standard IRC procurement policies and procedures, ensuring that procurement is carried out in accordance to IRC and donor-specific policies and in a transparent and responsive way.

- Ensure that all supplies, services and equipment required by implementation teams are procured and delivered on time.

- Routine communication, coordination and planning with implementation teams regarding the order and delivery of supplies.

- Participate and provide logistics support for trainings, conferences and seminars held by IRC.

- Collecting bids, preparing bid analysis, purchase orders.

- Establish and maintain ethical, professional working relationships with suppliers.

- Coordinate with Finance and implementation teams to ensure integrated internal controls, timely payment of vendors and full, auditable support documentation.

- Support the process of identifying capable suppliers in different cities and towns where IRC programs are operating.

- Follow up the procedures of Procurement SOPs and implement them according to the situation, including emergency procurement protocol and sole suppliers.

- Support Field Office in documenting the receipt, handling, storage, release and reporting of goods deposited at the IRC offices and stores/ warehouses

- Responsible of generators maintenance and fuel management. Make sure that Generators are functioning well and keeping them in good condition as well as supporting in managing the tracking of generators’ working hours and preparing the generators monthly reports.

- Responsible of warehouse management.

- Supervise the drivers and update schedule of vehicle movements.

- Responsible of vehicles payments.

- Managing intake and out-take of items from smaller stocks.

- Managing service contracts of service contractors.

- Responsible of office requirements / supplies.

- Responsible for supporting national staff travels, postage and courier requests.

- Responsible of monthly allowance of staff phone credits.

- Responsible of facilities management and cleaners supervision.

- Coordinate with Finance Department to make sure the payments delivered to the suppliers.

- Make all the hotel bookings for IRC staff and make sure all accommodation are provided for IRC guests and staff from other regions, offices visiting IRC field office.

- Responsible for office lease contracts.

- Manage the box folder by updating the Supply Chain folders.

- Utilities bill management.

- Responsible for Supply Chain filing

- Any other duties or tasks delegated by supervisor.

Key Working Relationships:

Position Reports to: Senior Supply Chain Officer Position directly supervises: N/A

Indirect Reporting: Area Coordinator Other Internal and/or external contacts:

Internal: Finance, Human Resources, Safety and Security, Programs

External: Vendors

Qualifications

- Bachelor’s Degree in business administration, Finance, or any relevant field

- Work Experience: 2 years NGOs experience

- Ability to work independently

- Good interpersonal, organizational, and time management skills

- Ability to maintain the highest degree of discretion

- Ability and willingness to work and travel throughout Iraq.

Demonstrated Skills and Competencies:

Language Skills: Fluent in Arabic and Intermediate English language

Certificates or Licenses: Certificate in SC or administration

Standards of Professional Conduct: The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

Gender Equality IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including maternity leave, gender-sensitive security protocols, and other supportive benefits and allowances. Qualified female candidates are strongly encouraged to apply.

COVID-19 Vaccination Requirement****: Per the Iraqi Ministry of Health COVID-19 guidelines, IRC requires candidates who are selected for positions to provide proof of COVID-19 vaccination to enter IRC premises. However, the exemption is only accepted per the Iraqi Health regulation and upon the provision of a negative PCR test.

Commitment to Diversity and Inclusivity****: IRC is committed to building a diverse organization and a climate of inclusivity. We strongly encourage applications from candidates who can demonstrate that they can contribute to this goal.

Equal Opportunity Employer****: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status.

Notice to all Job Seekers

IRC implements an equal employment opportunity policy, and our recruitment process is based on merit.

Applicants and/or successful interview candidates (both internal and external) are not required to pay any fees at any stage of the recruitment process.

If anyone asks you for any financial or non-financial favors to help you secure a job at IRC, kindly report to iraq.hr@rescue.org****.

ملاحظة لكل الباحثين عن وظيفة

تعتمد لجنة الانقاذ الدولية سياسة فرص عمل متساوية وان عملية التوظيف لدينا تعتمد على الجدارة .

لايتوجب على المتقدمين لاي وظيفة او المؤهلين للمقابلات (سواء كانوا موظفيين حالين او متقدمين من خارج المنظمة) دفع اي مبلغ مالي خلال اي مرحلة من مراحل التوظيف.

اذا قام اي شخص بطلب اي خدمة مالية او غير مالية لقاء مساعدتكم في تأمين فرصة عمل داخل المنظمة ،يرجى الابلاغ عن ذلك الى iraq.hr@rescue.org