Job Purpose
The Administration Assistant coordinates day-to-day administrative services for the HR & Admin Department across Iraq, including fleet and travel arrangements, office facilities, supplies and assets, medical insurance administration, vendor payment follow-up, and accurate administrative records. The role works with Finance, Procurement, employees, and service providers to ensure timely service and proper documentation in line with company procedures and approval authorities.
Roles and Responsibilities
- Manage and coordinate with employees and drivers to ensure the availability of vehicles for employee duties.
- Monitor the fleet system and provide suggestions on system enhancement.
- Maintain an updated log of vehicle usage, assignments, and schedules.
- Monitor and report on the condition and maintenance needs of the fleet.
- Ensure compliance with company policies and safety standards.
- Manage the procurement and distribution of stationery and office supplies for the organization.
- Track inventory levels and reorder supplies as needed to avoid shortages.
- Ensure cost-effective purchasing practices and negotiate with suppliers for best terms.
- Maintain records of supply orders and expenditures.
- Facilitate the submission of medical files to the insurance company for employee and family member coverage.
- Collect and distribute medical insurance IDs to new employees.
- Process and track insurance claims and refunds, ensuring timely reimbursement to employees.
- Address and resolve any issues related to medical insurance with the insurance provider.
- Oversee the procurement, maintenance, and repair of office furniture and equipment.
- Maintain an inventory of office assets and ensure records are up to date.
- Coordinate with vendors for repairs and replacements as needed.
- Ensure that new employees are provided with the necessary furniture and equipment.
- Manage the distribution and balance tracking of employee phone allowances.
- Coordinate the issuance and replacement of SIM cards for new and current employees.
- Monitor phone usage and ensure compliance with company policies.
- Address any issues related to phone balances or SIM cards promptly.
- Maintain a tracker for all HR & Admin vendor invoices and payment requests, including due dates, supporting documents, approvals, submission to Finance, payment status, and outstanding items; follow up with vendors and Finance and escalate delays.
- Check HR & Admin vendor invoices and supporting documents against approved orders or contracts and coordinate correction of discrepancies before submission through the applicable approval process.
- Receive and track domestic and international travel requests; coordinate required approvals, itineraries, air tickets, ground transportation, and hotel bookings in line with the travel policy and approved budgets.
- Coordinate ticket changes, cancellations, and travel-related issues with employees and travel providers, and maintain complete booking and expense records.
- Coordinate the day-to-day management of office facilities and building services, including cleaning, utilities, access, repairs, and preventive maintenance; liaise with building management and service providers, track requests to closure, and escalate unresolved issues.
- Maintain organized physical and electronic records of administrative orders, requests, vendor documents, contracts, invoices, travel bookings, facility work orders, and related data, ensuring accurate filing, retrieval, confidentiality, and retention in line with company procedures.
- Provide administrative assistance to the HR department as needed.
- Assist in organizing company events and employee engagement activities.
- Support HR initiatives and projects as required.
- Perform all relevant tasks as assigned by the HR & Admin Manager.
Required Qualifications
Education
- Bachelor’s degree in human resources, Business Administration, or relevant field.
- Professional certification or master’s in human resources preferred.
Experience
- Minimum of (2) years of experience in administrative support or a similar role, preferably in HR.
Competencies
Behavioral
- Strong organizational and time management skills.
- Excellent attention to detail and accuracy.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
- Strong communication and interpersonal skills.
- Ability to handle sensitive and confidential information with discretion.
Technical
- Familiarity with fleet, travel, vendor invoice tracking, facilities, records management, and insurance administration; strong Excel and document control skills.
