Arbeiter-Samariter-Bund (ASB) - the Workers' Samaritan Federation - is a German aid and welfare organisation, engaged in areas such as civil protection, rescue services and social welfare services. As a non-political and non-denominational organisation, ASB has, since its foundation in 1888, represented continuity and reliability.

Since August 2014, ASB established its own office in Dohuk and recently implemented projects in the sectors health, WASH, protection and livelihood for IDPs, refugees and host communities, valued at € 15 million.

ASB expanded its presence to all governorate of Iraq, in 2017, opening one office in Baghdad and offices in Anbar and Salah ad-Din governorate, increasing the portfolio of its programs to effectively satisfy the immediate needs of thousands of beneficiaries while responding to the developmental plan of the country.

Type of Contract

Fixed, short Duration

Closing Date:

3^rd January 2021

Duration

1^st of January 2021-31^st of December 2021.

Duty Station:

Duhok, Kurdistan Region-Iraq 

Position Title:  Admin & Logistics Assistant/Driver Duhok

Position Objectives:

The ASB Admin & Logistics Assistant/Driver Duhok supports the Senior Administrative and Finance Officer in providing effective administrative and logistics support to the ASB Iraq country programme, ensuring compliance with ASB’s financial, administrative and logistics policies and procedures. The ASB Admin & Logistics Assistant/Driver Duhok assists in handling the day-to-day administrative work in the ASB Duhok office, including handling of advances for office purchases, fleet management, handling of office databases and IT in the office and HR. In addition, if required, the incumbent is acting as driver for the ASB Duhok office.  

Reporting Relationships:

The ASB Admin & Logistics Assistant/Driver Duhok reports to the Senior Administrative and Finance Officer.

Responsibilities & tasks:

Under direct supervision of Senior Administrative and Finance Officer (SAFO), the incumbent is required to achieve the following tasks:

Financial

• Assist with the review of monthly financial documents of project partners.
• To check and verify the supporting documents attached to vouchers (for ASB expenditures and partner expenditures).
• Scan and file (soft and hard copies) financial documents, especially vouchers.

HR

• Review timesheets for national staff.
• Process national staff leave requests.
• Assist with organising visas and residency cards for international staff.
• Maintaining of HR files of national staff.

Administration & General

• Manage Duhok office and stationery supplies and re-ordering.
• Provide written and oral/verbal translation.
• Scan and file (electronic and soft copy) all administration, HR and logistics documentation.
• Help organise visits of HQ personnel and organisation of training activities including transport, accommodation, etc.
• Liaise with government departments regarding visas, residencies, travel permissions, registration and other issues as required.
• Assist with basic IT management of computers, printers, security systems, etc.
• Follow all relevant policies and procedures and participate in updating these.
• Provide any general administrative assistance as required by any other staff.

 Logistics

• Update and coordinate the monthly procurement plan with the AFM/PMs and support in the preparation of purchase requests (PR).
• Handling of logistics tasks according to ASB standard procedures and guidelines in coordination with Senior Admin Officer & Admin (SAFO) & Finance Manager (AFM).
• Assist in procurement processes and ensure compliance with ASB and donor procurement guidelines in coordination with Senior Admin & Finance Officer, PM & AFM.
• Liaise and coordinate with service providers and suppliers
• Ensure that the vehicle assigned to drive is in good working condition and road worthiness before an official duty trip is undertaken.
• To inform SAFO of any  repairs or services that need to be carried out with regard to ASB vehicles in Duhok office;
• Maintain asset register and equipment labelling.

Transport

• Authorized to drive official ASB vehicles, assigned to Duhok office.
• Pre-departure vehicle checks.
• Transport ASB Staff and goods, and ensure their security at all time
• Ensure that the assigned vehicle is kept in good condition
• Ensure that all administrative arrangements are made for the assigned vehicle.
• Drive carefully, comply with the highway code and the speed limits
• While driving always carry valid driving licence and all documentations that are needed to drive (insurance, accident declaration sheet, staff contact list, maps, etc.)
• Complete the vehicle logbook for all trips. Update the logbook: recording mileage, fuel receipts, servicing, repairs, accidents, and other incidents. File completed pages.
• Manage correct loading and unloading the vehicle.
• Check daily and /or weekly planning of vehicles, assigned to Duhok office and make sure that the vehicle is ready for departure on time.
• Perform daily vehicle check, including (fuel level, engine oil, coolant level, brake and clutch fluids, windscreen washer fluid, radiator grill is clean, tyre condition etc.)
• Carry out inventory of the tools and equipment in the car every month and when handing it over to his direct supervisor or another driver.
• Do not answer to the phone while driving: the passenger shall pick up the phone.
• Accident, damage or any mechanical defect on the vehicle should be reported to immediate supervisor immediately.
• Re-fill petrol tank as required and before weekends.
• Organise scheduled and unscheduled maintenance and advise Admin/Finance Officer.
• Complete a report for any accidents and advise Admin/Finance Officer. Include police report if relevant.
• Monthly: complete and file monthly checklist. Advise SAFO of any issues.
• Seat belts should be always fastened while driving. The driver is responsible to ensure that all the passengers adhere to this rule.
• Report security incidences to the direct supervisor or security responsible.

• Perform any other duties as necessary and/or as requested by SAFO and AFM.

Core Competences

• Innovative and creative thinking.
• Interpersonal and communication skills.
• Good planning, organizational and time management skills.
• IT management.

Minimum Required Knowledge & Experience:

• Degree in IT or business management.
• At least three years of relevant working experience.
• Valid driving licence
• Computer literacy, with good knowledge of MS office applications (word, excel, power point).
• Iraqi national with excellent command of written and spoken Arabic & English.
• Ability to analyze information.
• Ability to work under stress and within tight deadlines.

ASB have zero tolerance for SEA, fraud and corruption, ASB core policy is ruled by the code of conduct, which is obligatory followed by the team, contractors, partners.

Gender Equality: ASB 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 parental leave, gender-sensitive security protocols and other supportive benefits and allowances.”

Start of work: As soon as possible.

HOW TO APPLY:

Interested applicants must send their most recent CV with a cover letter to asb3.iraq@gmail.com

Subject line must read: Admin & Logistics Assistant/Driver Duhok

Deadline for receiving applications: 3^rd January 2021.

Note: Applications not meeting the specified minimum requirements or received after closing date may not be considered. Shortlisted candidates will be contacted for an interview that may include a written test of communication and writing skills.