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- [1487] Support Services Officer - Baghdad

Support Services Officer - Baghdad

Background

The support service officer is responsible for ensuring the smooth operation and coordination of support functions, including finance, Human resources, Logistics, and security. this role ensures compliance with organisational policies and legal requirements while maintaining efficiency across departments.

Description of Duties

Human Resources:

Welcome new staff, and carry out administrative briefings related to the Human Resources department Follow up the offboarding process for the departed staff in Baghdad office Ensure proper filing of all the HR documents, by Preparing new employee files, and uploading the soft copies to the SharePoint Work closely with the HR coordinator in preparing file audits to ensure that all required employee documentation is collected and maintained Track the Timesheet/Leave Request and attendance of National staff and report to HR Coordinator Provide and advise the national staff on local medical health insurance. Manage the process of social security payments and visit the social security directorate on monthly basis. Draft official letter and communicate it with the relevant stakeholders when needed. Act as a focal point for visa process and ensure to set contacts for proper follow ups with the concerned directorate. Perform any additional tasks requested by the line manager

Logistics and Operations:

1- Procurement Management

Manage the end-to-end procurement process, ensuring compliance with organizational policies and donor regulations. Prepare and process purchase requests, quotations, bids, and purchase orders. Maintain accurate and up-to-date procurement records, including contracts and delivery receipts. Ensure timely delivery of goods and services to meet operational needs. Liaise with vendors and service providers to resolve any procurement-related issues.

2- Fleet Management

Oversee the daily operations of the fleet, including scheduling, routing, and vehicle maintenance. Ensure drivers adhere to safety protocols and that vehicles are equipped with necessary safety kits. Plan and coordinate transport for staff and goods in line with program needs.

3- Asset Management

Maintain an up-to-date asset register, including tagging, tracking, and regular physical verification. Ensure proper allocation and utilization of assets across the organization. Conduct periodic inventory checks to ensure accountability and transparency. Provide reports on the status of assets, including condition and usage.

4- Premises Management

Oversee the management and maintenance of office and guesthouse premises. Ensure facilities are safe, secure, and meet operational needs. Coordinate with service providers for utilities, cleaning, and repair services. Conduct regular inspections to identify and address maintenance needs.

Finance

· Manage office cash box, pay-outs, advances, and currency exchanges per policy.
· Perform bi-monthly reconciliations and monthly cash counts.
· Prepare the office cash book at the end of every month and submit to the finance coordinator for validation
· Translate accounting documents and handle cash transfers between iMMAP offices.
· Process financial transactions, ensuring voucher accuracy and proper coding (accounting code, designation, budget lines).
· Check accounting codes and budget line imputations with the finance coordinator
· Validate invoices, archive and scan documents monthly, and record entries in the ledger.
· Liaise with banks for payments and reports.
· Assist staff with travel, advances, and expense claims.
· Prepare staff salaries and travel allowances, brief staff on related policies
· Work closely with the Finance coordinator in preparing file audits to ensure that all required financial documentation is maintained

Administration:

· Submit monthly, quarterly, and yearly tax and social security reports to the social security and tax directorate departments.
· Manage personnel income tax payment and visit the tax directorate office on quarterly basis.
· Ensure proper archiving of administrative documents.
· Draft official letters and communicate with relevant stakeholders as needed.
· Act as the focal point for the visa process, ensuring proper follow-up with the concerned directorate.

Security & Safety

The position holder will be assigned to perform basic security and safety tasks including:
· Conducting appropriate follow-up inspections on the distribution and expiration dates of safety equipment, such as first aid kits, trauma bags, fire extinguishers, and smoke detectors.
· Act as the security focal point in charge of active and passive security measures (watchmen logbook, access control, CCTV system, etc.).
· Manage the distribution of safety signs and emergency exits.
· Provide a basic security briefing for new commers.
· Supporting the administrative work of the watchmen.
· Liaise with the security forces if needed, in coordination with the CSA.
· Serve as security focal point and provide feedback to the CSA on security related issues.

Requirements

Education

Bachelors in business administration, finance or relevant field

Experience

With at least 3 years or work experience in support services with INGOs.

Soft skills

Flexible and adaptable to any situation.
Ability to translate English to Arabic and Arabic to English Ability to work independently while under pressure and during long hours. Excellent work habits with a willingness to work in a multi cultural environment. Excellent organizational skills, including proven ability in administration, finance and logistics. Excellent communication skills, including drafting documents;

Programmes

Excellent computer skills in the Windows and Microsoft Office especially MS Excel, MS Word, and MS Access