The Administrative Associate provides in-office administrative and operational support to the Operations and Administration Manager to ensure organized, efficient, and professional day-to-day office functioning. The role supports internal administrative systems, documentation, office operations, facilities coordination, program and event logistics, and routine client and communications needs.

RESPONSIBILITIES

Administrative & Operational Support (Approx. 40%)

• Provide direct, in-office administrative support to the Operations and Administration Manager
• Maintain organized physical and digital filing systems in accordance with office procedures
• Support document preparation, data entry, and internal recordkeeping
• Track receipts and invoices and support payment documentation and filing
• Assist with procurement coordination and vendor documentation
• Maintain administrative trackers and ensure timely updates
• Coordinate meetings and appointments, maintain office calendars as assigned, and support scheduling and related administrative follow-up

Office Management & Facility Support (Approx. 20%)

• Maintain office supply inventory and coordinate restocking
• Support day-to-day office organization and upkeep to maintain a clean, orderly, and professional workspace
• Coordinate with maintenance and service providers as needed

Program & Event Logistics Support (Approx. 30%)

• Provide in-office logistical support for trainings, exams, meetings, and events as assigned
• Assist with basic travel coordination and preparation of materials

Front Office & Communications Support (Approx. 10%)

• Serve as the initial point of contact during assigned office hours
• Respond to general inquiries in person, by phone, and by email, and direct them appropriately
• Support the management of social media content, including posting and boosting; monitor incoming messages; respond to routine inquiries; and escalate matters as needed

Desired Candidate Profile

• Bachelor s degree or diploma in business administration, office management, operations, or a related field; relevant work experience may be considered in lieu of degree requirements
• Minimum of 3 years of administrative, office support, operations support, or customer service experience in a professional office environment
• Strong organizational skills with the ability to maintain accurate physical and digital records, filing systems, trackers, receipts, invoices, and administrative documentation
• Good written and verbal communication skills in English, Kurdish, and Arabic, with the ability to respond professionally to inquiries in person, by phone, and by email
• Proficiency in Microsoft Office applications, including Word, Excel, Outlook, and Teams, with accurate data entry and document preparation skills
• Ability to manage routine administrative tasks, office supply tracking, basic procurement coordination, and vendor documentation with attention to detail and confidentiality
• Professional, reliable, service-oriented, and able to work on-site during assigned office hours while managing multiple priorities and following established procedures
• Experience coordinating meetings, trainings, exams, events, travel arrangements, materials preparation, or other program logistics
• Working knowledge of basic finance or administrative processes, including invoice tracking, payment documentation, petty cash support, or procurement follow-up
• Experience managing or monitoring social media content, responding to platform inquiries, or supporting organizational communications