آخر اعلانات الوظائف

JOB SUMMARY

The Base Assistant provides daily operations support at Al-Hasakah Base and for programming in NES, reporting directly to the Logistics Coordinator.

JOB RESPONSIBILITIES

Responsibilities of this key position include: 

1.    Base and Office Operations

•    Coordinate with relevant departments to identify and address base and office operational needs and resolve issues promptly.
•    Support the day-to-day logistical requirements of the base and office, ensuring the availability of essential supplies, equipment, and services.
•    Monitor the condition and availability of office supplies, furniture, equipment, and other organizational assets.
•    Coordinate office setup, moves, furniture arrangements, and other logistical activities as required.
•    Conduct routine checks of base facilities and report operational issues, maintenance needs, and potential safety concerns.

2.    Procurement and Supplies Management

•    Prepare, submit, and follow up on purchase requests for base supplies, equipment, materials, and services, ensuring accuracy and timely processing.
•    Coordinate and oversee base-related purchases in accordance with organizational procurement procedures and authorization requirements.
•    Monitor stock levels and arrange timely replenishment of essential supplies to prevent shortages.
•    Monitor potable and non-potable water availability and consumption, ensuring adequate supplies are maintained.
•    Ensure hibernation kits are appropriately stocked and food items are stored correctly and remain within their expiration dates.
•    Coordinate with suppliers and service providers to ensure timely deliveries and resolve issues relating to quality, quantity, or service.
•    Maintain accurate records of purchases, supplies, and organizational assets.
3.    Facilities Maintenance and Housekeeping

•    Perform basic maintenance tasks and coordinate repairs and servicing to keep base buildings, offices, and facilities functional and safe.
•    Arrange and supervise the work of laborers, contractors, and specialized technicians as required.
•    Follow up on maintenance requests to ensure timely completion and satisfactory service quality.
•    Coordinate cleaning schedules and monitor cleaning personnel to maintain appropriate hygiene and housekeeping standards.
•    Provide feedback to cleaning personnel and address issues relating to performance or service quality.
•    Oversee the maintenance of office plants, gardens, and outdoor areas, ensuring regular watering and arranging additional gardening support when necessary.

4.    Generator, Power and Fuel Management

•    Monitor generator availability, operation, fuel consumption, and general condition to support a reliable power supply.
•    Maintain accurate generator running-hour, fuel consumption, refueling, and maintenance records.
•    Monitor fuel stocks and arrange timely replenishment to maintain adequate reserves.
•    Ensure fuel is stored appropriately and handled in accordance with organizational safety and accountability procedures.
•    Coordinate preventive maintenance and scheduled generator servicing.
•    Arrange generator repairs and follow up with technicians and service providers to ensure timely resolution of technical issues.
•    Report generator malfunctions, power interruptions, fuel discrepancies, and potential operational risks to the line manager or designated supervisor.

5.    Catering and Meal Coordination

•    Coordinate the monthly lunch menu with catering suppliers and relevant stakeholders.
•    Ensure meal quantities meet operational requirements and food quality meets agreed standards.
•    Monitor catering service delivery and provide feedback to suppliers regarding quality, quantities, and any service-related concerns.
•    Follow up on corrective actions to maintain consistent catering standards.

6.    Logistics Documentation, Compliance and Reporting

•    Maintain complete, accurate, and up-to-date logistics documentation and filing systems.
•    Maintain records of organizational assets, equipment, purchases, maintenance activities, generator operations, fuel consumption, and stock levels.
•    Ensure logistics activities comply with organizational policies, procedures, authorization requirements, and applicable donor requirements.
•    Prepare and submit regular reports on base operations, supplies, assets, generator performance, fuel consumption, maintenance, and other logistics activities as required.
•    Identify logistical risks, gaps, discrepancies, and inefficiencies and recommend appropriate corrective actions to the line manager.
•    Support internal and external audits by providing accurate logistics records and supporting documentation.
•    Escalate supply shortages, equipment failures, and operational issues that may affect the continuity of base operations.

7.    General and Ad Hoc Duties

•    Maintain effective communication and coordination with relevant departments, suppliers, contractors, technicians, and service providers.
•    Support improvements in the efficiency, reliability, and quality of base and office operations.
•    Undertake any other related duties as requested by the line manager.

To ensure that operations and programs in Al-Hasakah most effectively serve the beneficiaries in NES, this role will also perform all other tasks and responsibilities assigned by the Line Manager, approaching them with a generous and serving spirit.

 

SKILLS REQUIRED

To perform this job successfully, an individual must be willing to abide by the organization’s code of conduct and understand the principals of the code of conduct, as well as be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions:

1.    Good problem solving, and creative thinking skills within a changing environment.
2.    Attention to detail and  follow up while maintaining the highest levels of confidentiality regarding contracts and financial matters
3.    Proficient in computer operating systems, Excel, and Microsoft Office.
4.    Must be a self-starter, team player with a high level of integrity
5.    Possesses strong cross-cultural communication skills, both written and verbal
6.    Ability to be flexible and adaptable, taking on additional responsibilities as needed.
7.    Committed to the organization’s values and ethics.
   
EDUCATION / EXPERIENCE

1.    Field experience and knowledge of the region is a strong asset.
2.    Experience working with diverse cultures.
3.    Must possess at least two (2) years of related experience and training, or an equivalent combination of education and experience.
4.    Minimum of two (2) years working experience with international organizations.

LANGUAGE  

Arabic, Kurdish, and English required (spoken and written).

REASONING ABILITY 

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.  Ability to interpret a variety of instructions furnished in written, oral diagram, or schedule form.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, the employee is regularly required to sit.  The employee frequently is required to stand; walk and run; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear.  The employee must occasionally lift and/or move up to 100 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
WORK ENVIRONMENT 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
•    The noise level in the work environment is usually moderate but can be exposed to loud noises around the maintenance and construction workshops.
•    May travel in a country with exposure to communicable diseases, hot and humid weather conditions. 
•    Work in a security context that is fluid.

This is a non-contractual document that can be varied from time to time as circumstances dictate.  This job description is intended to summarize the main duties and responsibilities of the post; this is not intended to be a full and exhaustive list of tasks.  All staff are expected to demonstrate flexibility and willingness to perform appropriate tasks when the need arises.