Senior Operation Officer

Job Title: Senior Operation Officer

Reports To: Admin and Operation Director

Join Heartland Alliance International’s Iraq Team to provide the essential program support necessary to implement HAI’s innovative programs serving marginalized and vulnerable communities.

Summary: The Senior Operation Officer provides proficient and advanced Operation and administration support to the program activities and team amambers, Responsible for coordinating Operation Support including but not limited to procurement, Fleet Management, Asset Managemet, Logistics and office Administration.  Individual accountabilities and work volume will be established through the development of annual Success Objectives, within the framework outlined below.

Essential Duties and Responsibilities: 

Procurement:

• Work with Procurement department on generating PRs according to the requirements of office and prohram as reqested.
• Working on finding vendors for the required services and goods for the needs of Kirkuk office.
• Performing collecting qoutations from vendors
• Managing quotation analyses through committees according to HAI procurement procedure.
• Mainainning Contracts of Kirkuk office and tracking them.

Logistics:

• Supervising logistics works in Kirkuk office
• Overseeing logostcs staff in prepares materials and meeting space for new employee orientation and other department-sponsored events as assigned in Erbil Office.
• Supervise logostcs team in supporting all programs in booking venues, accommodation’s and transportation’s for staff and participants of HAI activities.
• Acting as focal point for Security in Kirkuk office in cooperation with Country Security team.
• Acting as fleet coordinator in ccoperation with country Fleet management team.

Administration

• Have a direct contact with Security Officer to enforce the security measures in Kirkuk office.
• Updating contact list for HAI- Iraq staff on regular basis. 
• Assists in maintaining data integrity through audit trails and other checks
• Examines employee files to answer routine inquiries and provide information to Managers and other authorized persons [in accord with applicable department guidelines] to meet service needs and facilitate employee administration.
• Have supervision, managerial skills, and ability to enforce all the organizations rules and regulations.
• Performs daily administrative routine duties as assigned by the Director of Administration
• Drafting and documenting official correspondence with employees, candidates, and others.
• Maintains records of staff attendance and leave balances in accordance with HAI Iraq National Employee Handbook.

• Key focal point with local authorities to facilitate HAI mission and permit access and residency to HAI staff and projects, such us representing the office with department of NGOs, and others if required.
• Maintain the lease contracts of Kirkuk office.
• Receive delegations and HAI senior staff if needed from the check points.
• Provide proper assessments and quotation for venues, hotel and any logistic requirement in a transparence and integrity manner.
• Request monthly advance payment and manage the reconciliations of any administrations expenses in cooperation with the logistic assistance.
• Assist finance department temporary to hold the cash at Kirkuk office and manage the monthly distribution of staff salaries and distributing per dim to beneficiaries and HAI staff.
• Acting as focal point for Assent Management with cooperation with Country Assent controller.
• Any other duties as may be assigned by the Director of Administration.

 To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Education and/or Experience: Bachelor Degree or the equivalent and five years of related administrative experience, or equivalent combination of education and experience.
• Other Skills and Qualifications: High degree of technical competency, attention to detail/accuracy and excellent organization skills required.  Ability to work in a fast-paced, high-productivity environment essential.
• Language Skills: Excellent oral and written Arabic, or Kurdish is a must, and English skills is required.
• Computer Skills: good knowledge in Microsoft Office, Internet Explorer, Outlook/Exchange; Windows operating systems; and other software routinely used by Heartland Alliance.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The noise level in the work environment is usually moderate.
• The employee is required to travel periodically to often insecure and limited-resource environments.

Please send cover letter (1 page maximum) explaining your interest and how your experience meets the qualifications required and a CV, to                                                                      

https://heartlandalliance.bamboohr.com/jobs/view.php?id=640

Incomplete applications will not be considered. Only shortlisted candidates will be contacted. If you do not hear back from us within 4 weeks, please consider your application unsuccessful

Heartland Alliance makes all hiring and employment decisions, and operates all programs, services, and functions without regard to race, receipt of an order of protection, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, amnesty, physical or mental disability, protected veterans status, genetic information, sexual orientation, immigrant status, political affiliation or belief, use of FMLA, VESSA, military, and family military rights, ex-offender status (depending on the offense and position to be filled), unfavorable military discharge, membership in an organization whose primary purpose is the protection of civil rights or improvement of living conditions and human relations, height, weight, or HIV infection, in accord with the organization’s AIDS Policy Statement of September 1987.