Job description
The training organization assistant is part of the Civil Peace Service (ZFD) team in Erbil. The incumbent is attached to the international advisor sports and life skills education. He or she is responsible for:
- ensuring that tasks are carried out smoothly within the assigned area of responsibility
- organising and coordinating all work stages
- performing all daily duties in the assigned area of responsibility
- liaising with partners and members of the target groups in a service-oriented manner on behalf of ZFD
- maintaining a friendly and empathetic attitude to customers, ensuring that the program creates a professional and at the same time friendly and humane impression
- communicating efficiently with offices with which regular contact is maintained
The Training Organization Assistant performs the following tasks:
C. Tasks
1. Assisting in Organization of Trainings and other Events
The Training Organization and Logistics Assistant:
- Assists international and national advisors in preparing and implementing trainings, workshops, seminars etc.
- translates for international trainers and advisors in daily routine matters
- liaises with partners, owner of venues for events and caterers
- ensures that participants register themselves
- assists in handing out travel or food allowances to participants against signature
- handles sports equipment, projectors and sound systems, flipcharts, pin boards and stationary
- runs errands for the program team, e.g. sending letters and messages
2. Driving and car service
The Training Assistant is also a pool driver in the team of ZFD in Erbil. As such, he
- provides passenger transport in an official car for program staff, official visitors and other guests
- provides service within a flexible time arrangement
- helps with transporting goods
- completes the vehicle log correctly and conscientiously in accordance with GIZ standards
- cleans the interior and exterior of the vehicle(s) regularly
- checks oil, water, brakes and brake liquid, tyre pressure, battery levels and the entire vehicle, monthly or every 5,000 km (whichever is first), headlights, brakes, bodywork for dents etc.
- is responsible for the project vehicle documents and their good condition, keeping a vehicle log and recording monthly maintenance
- calculates monthly petrol, oil and lubricant consumption for the daily cash fund and for forwarding monthly vouchers to cost accounting
- reports need for service and carries out minor repairs
- immediately reports all involvement of the project or office vehicle in accidents, including minor accidents, damage, loss or theft of vehicle fittings
3. Knowledge management
The Training Assistant:
- makes himself familiar with the goal and objectives of events he will assist to organize
- uses all available information (including current radio news on traffic conditions) to update daily knowledge of road conditions, current passable routes and locations, and shares this information with other office drivers
- collects relevant information from participants in trainings and other events
- helps disseminating important information among participants
4. Other duties/additional tasks
The Training Assistant:
- assists other colleagues as needed in the project, programme or office if there is no training or other task pending, carries out other office work on request
- photocopies and scan documents when needed
Qualifications & Preferred Skills
- Some tertiary education concluded with a diploma
- At least 3 years’ professional experience in a comparable position
- Good working knowledge of ITC technologies (related software smart phone, fax, email, the internet) and computer applications (e.g. MS Office)
- Good management skills
- Very good communication skills
- Empathetic personality, good listener
- Great motivator and role model for youth
- Good in sports
- Confidential handling of information on staff and finances
- Perfect knowledge in oral and written Kurdish or Arabic, very good in the other language
- Very good knowledge of the English language
- Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management
