IQB – Corporate Services Assistant, Protocol and Logistics (AO)

The British Embassy Baghdad currently has a vacancy for a Corporate Services Assistant, Protocol and Logistics, job grade Administrative Officer (AO).

Working closely with the Corporate Services and Security Managers and the Protocol and Logistics Lead, the jobholder will deliver the full range of administration duties relating to protocol, logistics, customs, and security issues predominantly for Baghdad within the Iraq Network. The role will also involve working with the British Consulate General in Erbil.

Duties and responsibilities:

• Ensure the timely delivery and despatch of goods for the Iraq Network. This will include local handling and distribution of mail bags/ pallets/ containers and manual work including light lifting will be required at times. Efficient maintenance of database to retain paperwork and  track progress of missing items.
• Build a clear understanding of Iraqi authorities’ processes. Establish, build, and maintain government contacts. Manage the Iraq Network’s day-to-day relationship at junior working level with Protocol officials at the Ministry of Foreign Affairs, working with Erbil colleagues where necessary.
• Lead on registration and de-registration of diplomatic vehicles. Liaise with local security contractors on the disposal and return systems for excess stock. Oversee vehicle insurance requirements, Ministry of Interior inspections requests, and number plate allocations. Maintain detailed records for audit.
• Establish an efficient process for managing International Zone (IZ) badges to ensure Embassy staff, visitors and contacts have access to the IZ at all times.
• Develop a full understanding of National Operations Centre (NOC) clearances processes. Ensure timely delivery of paperwork for the smooth movement of goods and supplies. Where appropriate, represent the Embassy at Ministry of Government agency meetings on this topic.
• Lead on Embassy airside access requests, airport passes, and liaison with Meet & Greet services contacts. Establish, build, and maintain a relationship with key contacts at Baghdad International Airport in support of this.
• Purchase small value items and make travel bookings where needed. Reconcile transactions within the required timeframe and with all supporting documentation. Manage security travel spend.
• Support with Embassy security clearance processes, including translation to English of documents as requested by the Security Team.
• Support the Procurement Manager in setting-up supplier days and clearances and security access for contractors. Ensure all contract documentation is recorded and stored. Ensure all compliance controls are followed.
• Any other duties, which may be required by management from time to time.

The above list is not exhaustive, and the jobholder will be required to be flexible as specific responsibilities could change in the future, and this would be at the discretion of the line manager and Senior Management. The job description may be reviewed to meet changes in business needs. The jobholder may also take on other ad hoc tasks as and when required, including participating in the Embassy’s emergency planning and any response to a crisis.

Key behaviours required:

• Managing a Quality Service – Deliver service objectives with professional excellence, expertise, and efficiency, taking account of diverse customer needs.
• Delivering at Pace – Take responsibility for delivering timely and quality results with focus and drive.
• Making Effective Decisions – Use evidence and knowledge to support accurate, expert decisions and advice. Carefully consider alternative options, implications, and risks of decisions.
• Communicating and Influencing – Communicate purpose and direction with clarity, integrity, and enthusiasm. Respect the needs, responses, and opinions of others.

Eligibility:

If you are selected for this position, we will be able to employ you as long as:

• We can obtain the appropriate level of local and UK security clearance for you; and
• You have (or be willing to obtain) the right to live and work in Iraq. Candidate’s residence permit and work permit, and the expense to obtain them, will be their own responsibility – the Embassy does not provide residence or work permits. If you have any questions about residency and/ or visa requirements, you should contact the relevant Iraqi Government Ministry.

• Experience working in a busy administrative office environment, ideally for at least two (2) years.
• A confident communicator with excellent communication skills in English and Arabic, both orally and in written communication. Able to express ideas and messages clearly and concisely. Ability to write reports for English speaking audience.
• Proven ability to organise and prioritise workload (including organising records) and meet deadlines, whilst paying close attention to detail and without compromising the quality of work.
• Flexible, resilient, decisive, and calm under pressure. Ability to handle competing priorities and make judgement calls on when to use own initiative and when to consult with managers.
• Strong problem solving skills. Ability to anticipate and take initiative.
• Demonstrates a strong collaborative behaviour, considerate, and with a courteous approach to colleagues and stakeholders. Proven ability to engage at all levels internally and externally. Able to show discretion in handling sensitive matters.
• Strong IT skills and proficiency in using Microsoft Office applications (Outlook, Word, Excel, PowerPoint, Teams).