People Capability Culture and Administration Officer

Purpose

• Under the supervision of the People Capability Culture & Administration (PCCA) Manager, the People Capability Culture & Administration (PCCA) Officer will support the day-to-day operations of the Iraq Country Office Administration and PCC department. The PCCA Officer is accountable for performing a wide range of Administration duties as the main duties then some PCC duties, including but not limited to; secure necessary approvals including access and administrative approvals for WFWI’s operations in existing and new operational areas, renewal of administration order, recruitment, payroll preparation.

Engagement

• Liaison and Coordination:
• Ensure compliance of WFWI with all registration, administrative order, necessary approval requirements with DNGOs, JCC, JCMC and residency as well as with the Provincial, District, and other authorities, including submission of requested reports.
• Respond to requests from local authorities and assist in obtaining any required official documentation.
• Manage obtaining visa code with related ministry and government authorities.
• Manage administrative visa and residency procedures for the international employees or visitors (as required).
• In charge of all the customs clearance procedures with authorities and customs clearance agents in country as needed.
• Support supervisor in providing all needed administration reports to camp managements where WFWI operate as needed.
• Provide simultaneous interpretation during meetings at the request of the supervisor.
• Communication, Networking and Representation:

• Serve as the interface between local authorities and WFWI in all matters related to Administrative
• Organize and participate in meetings with relevant authorities and local communities and maintain contact with relevant stakeholders in order to be permanently updated on the evolution of the situation.
• Represent WFWI in coordination mechanisms such as relevant Working Group meetings, camp management meetings, and attend other official meetings and public conferences as requested by the supervisor.
• Arrange all necessary meetings related to administrative issues and participate in them when requested.
• Facilitation of check in and check out of global visitors in Country Office, arranging their swift transfer to the field locations and with logistics arranging of pick and drop to / from airports.

Delivery:

In coordination with supervisor and finance team, prepare monthly payroll and payment sheet for regular staff and service contractors.

• Collect the service providers’ attendance sheets on a monthly basis and review them for payroll purposes.
• Oversee the probation period for newly hired staff and ensure that required documentation is completed and filed
• Manage the entire recruitment process, from job advertisement and longlisting to arranging written tests and interviews. Create contracts and alert the supervisor to any errors or potential challenges related to the recruitment process.
• Supervise the cleaner based at the Erbil office, facilitating the preparation of her monthly attendance sheet
• Draft letters in Arabic, Kurdish, English as per Country Office needs.
• Prepare PRs when required.

All our staff are required to adhere to WfWI’s Code of Conduct and Safeguarding policies and to our organizational values: Empowerment, Integrity, Respect, Resilience.

Skills and Qualifications:

• Education: Minimum bachelor’s degree.
• Years of experience: 3-4 years of work experience in relevant fields, preferably within INGOs sector.
• Strong analytical and problem-solving skills.
• Strong interpersonal and communication skills with an ability to consistently work with a diverse range of stakeholders with tact and diplomacy.
• Ability to work under pressure and meet deadlines in a fluid and sometimes insecure environment.
• Approachable, empathetic, and address concerns in a professional manner.
• Excellent written and oral communication skills and good report writing skills.

Strong interpersonal skills and ability to work well as a part of a team