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- [1488] Support Services Officer - Erbil

Support Services Officer - Erbil

Background

The support services officer is responsible for managing the financial, logistics and Human resources operations of the organisation in KRG, ensuring compliance with polices, maintaining accurate records, in close collaboration with support function coordinators. This role combines financial management, Logistics, and HR administration, and coordination to enhance organizational efficiency.

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 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. Prepare training certificates Issue ID card for newly hired staff and renew it based on need. Draft official letter and communicate it with the relevant stakeholders when needed. Acting as an HR focal point during the absence of the HR Coordinator 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 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 Unanet.
· 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.

Requirements

Education

Bachelor's in business administration, finance or relevant field from a well reputed university.

Experience

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

Soft skills

Flexible and adaptable to any situation.
Ability to translate English to Kurdish and English to Arabic Ability to work independently while under pressure and during long hours. Excellent work habits with a willingness to work in a multicultural 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