Job Information Head of Office - Halabja NGO Information
Contact Name HR Section
Contact Email hr@rwanga.org
Job Information
Contract Duration
Governorate Sulimaniyah
Job Shift
Nationality National
Working Hours Full Time
Posted 2019-10-09
Requirements
Minimum Education Bachelor Degree
Degree Title
Minimum Experience 3 Year
Required Travel 50%
Job Status
No Of Jobs 1
Published Date 2019-10-09
Deadline Date 2019-11-08
Location
[Halabjah,Iraq ]
Description

Job Summary

The Head of Office is responsible for overseeing, organizing and coordinating office activities in order to ensure organizational efficiency. The Head of Office is expected to respect the confidentiality of information at all times handling a wide range of administrative and executive support related tasks and should be able to work independently. The Head of Office will be attending all official meetings on behalf of Rwanga Foundation and maintaining good fruitful relations with Government and Directorates offices at the area of his/her responsibilities.

Serving as a Foundation representative to uphold NGO’s values, vision and mission, must be aware of good governance practices, making sure the NGO remains transparent, accountable and legitimate while also contributing to the development and implementation of organizational strategies, policies and practices.

Primary Duties & Responsibilities

 

Under the overall supervision of the Chief Executive Director; in coordination & pre-approval from the Director of Programs for any project related activities, in coordination & pre-approval from the Director of Operations & Finance for all Operations & Finance related activities, and in coordination & pre-approval from the Director of PR & Media for all Public Relations & Media related activities:

 

The Head of Office will perform the Programs tasks as follows:

 

  • Assist the Director of Programs in development of program strategies, concept papers, situation analysis, project impacts and evaluation
  • Assist the Director of Programs in overseeing all Rwanga’ s planned projects within his/her area of responsibilities, to ensure that they are being carried out in accordance with the organization's mandate, policies, guidelines and budget
  • Receiving proposals and activity requests from entities & individuals, and submit it to the Director of Programs for further actions
  • Propose and arrange proposals for projects including assessments and implementation
  • Prepare and send reports to the Director of Programs on program activities
  • Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies
  • Allocate available resources to enable successful task performance
  • Coordinate office staff activities to ensure maximum efficiency through regular meetings
  • Maintain and update filing systems of all the project activities
  • Ensure security, integrity and confidentiality of data
  • Analyze and monitor internal processes
  • Handle Donor’s / partner’s inquiries and complaints
  • Maintain a safe and secure working environment

 

The Head of Office will perform Operations & Finance tasks as follows:

 

Staff Management:

In coordination with the Operations Department to perform the following tasks:

Assign and monitor clerical, administrative and secretarial responsibilities and tasks among office staff, Co-ordinate office staff activities to ensure maximum efficiency through regular meetings.

  • Support Operations department – HR section in the recruitment and selection of candidates
  • Preparing documentation in coordination with the HR section for new hires and terminations
  • Conduct orientation for new staff members in coordination with the HR section
  • Identify and organize training programs for staff
  • Ensure optimal use of human and financial resources
  • Ensure good quality, maintain strong performance, high professional and ethical standards
  • Motivate, mentor and coach staff
  • Co-ordinate schedules and appointments
  • Delegate and coordinate work tasks
  • Design, implement, maintain and update filing systems
  • Manage performance including evaluations and feedback
  • Make sure that policies, procedures and guidelines are in line with the Organization’s mandate
  • Resolve disputes and grievances in coordination with HR section
  • Maintain regular staff attendance reports in coordination with HR section
  • Prepare operational reports to ensure efficiency
  • Maintain employee personnel files in coordination with HR section
  • Monitor and maintain office supplies inventory
  • Review and approve office supply acquisitions through the proper process and internal controls
  • Ensure staff members adhere to policies and procedures of the Organization

 

Finance Tasks:

In coordination with the Finance Department to perform the following tasks:

  • Maintain office budget
  • Manage petty cash
  • Monitor and record office expenses
  • Review and finalize submitted invoices by partners and forward them for processing in Head Office –Erbil Finance section
  • Prepare expense reports
  • Maintain bookkeeping system through monthly financial reports
  • Process accounts receivable and accounts payable
  • Follow up on overdue accounts
  • Perform account reconciliations

 

The Head of Office will perform Public Relations & Media tasks as follows:

 

  • Assist the Director of PR and Media to build a good brand image for Rwanga Foundation in Halabja Governorate
  • Support the Director of PR and Media to select and use visibility tools in Halabja Governorate
  • Assist the Director of PR and Media to select and utilize Media outlets and various distribution channels in Halabja Governorate
  • Assist the Director of PR and Media to implement strategic public relations initiatives for Rwanga Foundation in Halabja Governorate
  • Assist the Director of PR and Media to cover the activities of the Rwanga Foundation in Halabja Governorate
Qualifications & Preferred Skills

Knowledge, Skills and Abilities

  • Perform as a strategic thinker with strong analytical skills
  • Demonstrate professional leadership and vision in managing major projects or initiatives
  • Demonstrate sound knowledge of human resources and business principles
  • Demonstrate knowledge of accounting data, administrative practices and procedures
  • Excellent time management skills with an ability to multi-task and prioritize work
  • Demonstrate working knowledge of Microsoft office software packages
  • Excellent presentation and reporting skills
  • Excellent communication skills both verbal and written in Kurdish, English and Arabic language
  • Ability to understand people's needs with excellent interpersonal skills
  • Ability to work consistently under pressure and meet tough deadlines
  • Excellent relationship with NGO’s, companies, media and events organization
  • Good public relations skills
  • Keep up to date knowledge of NGO activities

 

Reporting & Monitoring

  • Conducting assessments, information gathering, analyzing data and preparing comprehensive reports about office relevant activities and projects to management, supported by presentations if required
  • Attention to detail and high level of accuracy
  • Provide ad hoc and regular reports including progress, monitoring, analysis and recommendations on a regular basis to the direct Supervisor

 

Working conditions

  • Flexible with working hours, working during holidays and under pressure
  • Flexible to attend meetings, conventions, training, and workshops outside the duty station
  • Able to travel within the country and overseas
How To Apply

How to Apply

  1. Application closing date: (November 8th, 2019);
  2. Applicants may submit their CVs with cover letter to (hr@rwanga.org);
  3. Please mention the vacancy title: [Head of Office - Halabja] in the subject box of your email;
  4. Email after the closing date will not be considered;
  5. Only short-listed candidates will be contacted for interviews.
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