Assistant Admin Officer

Job description

1.1 Generic:

  • Close coordination with program and support functions.
  • Ensure necessary office equipment and facilities are available at care offices and guest house.
  • Establish system for daily administration, filing of documents and different administrative reports.
  • Ensure proper filing system is in place that can provide easy access to information and proper documentation of all mission correspondence.
  • Make sure all utility bills are paid and recorded
  • Highlight any wear and tear issues and ensures necessary maintenance of office premises and guest house is in place.
  • Ensure that Care has good relations with the neighbours and any complaints from neighbours are communicated to management and addressed.
  • Ensure the offices, kitchen and guest house are tidy and cleaned regularly. All perishable items are replenished timely.
  • Ensure all staff announcements are on displayed on notice board in both offices.
  • Ensure all necessary documents are updated on shared drive and drop box.
  • Keep record of all insurance documents.


1.2 Accommodation:

  • Keep the proper records of office and guest house keys and access to offices.
  • Ensure guest house has necessary facilities for accommodation and weather needs are adhered to.
  • Keep updated for all hotel accommodation for long term staff and visitors reconcile bills and make sure necessary facilities are available for hotel residents and visitors.
  • Ensure all hotel bills are checked, reconciled with Care’s records and coordinate with finance for payment.
  • Keep record for all visitors, local and international.

1.3 Equipment and Stationery:

  • Ensure the necessary facilities are in place (stationery, filing systems, photocopier, furniture, water, electricity, etc.).
  • Work closely with Logistics and Finance to ensure all assets are in place, recorded, tagged and maintained.
  • Keep record supplies and material.
  • Keep record of assets and equipment, inventory list and tagging of assets.
  • Maintain record of asset movement between the offices and to individuals.
  • Maintain equipment cards for all assets including warranty cards and keep record of incident reports.

1.4 Facilitation:

  • Ensure all meeting rooms have the necessary facilities and equipment installed and readily available for use.
  • Coordinate with program for any training support and make necessary arrangements for that.
  • Provide support for partners meeting.
  • Insure all intercoms are working well and the staff contact list is updated.
  • Taking meetings minutes and keeping record for that.

1.5 Supervisory responsibilities:

  • Line manage cleaners and receptionist

Qualification and Experience

  • Graduate Degree in Business Administration.
  • At least one year experience in Administration, preferably with an INGO / UN.
  • Experience in staff management.
  • Intercultural sensitivity.

Essential skills

  • Strong knowledge of English. Command of Kurdish.
  • Attention to detail and meticulous.
  • Willing to learn and develop professionally in a multicultural environment.
  • Strong skills in MS Office.


  • Respect
  • Integrity
  • Commitment
  • Diversity
  • Initiative and Self-starter
  • Facilitating Change
  • Building Relations across Work Units
  • Communicating with Impact
  • Planning and Organizing
  • Innovation
  • Professional
Only candidates can apply for this job.

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