Admin and Liaison Officer - National Position

Job Title:                                                      Admin and Liaison Officer

Function:                                                     Administration

Job Group:                                                     Country Support

Location:                                                      Erbil Office

Administrative/Technical Line Manager: HR and Admin Manager

Line Management Responsibility:             Caretakers

ABOUT US

Nonviolent Peaceforce (NP) is a dynamic, international non-governmental organization. We work to reduce violence and protect civilians in countries affected by violent conflict and its aftermath through the implementation of unarmed civilian protection programming. NP implements programming through the deployment of civilian protection teams to the field and is continuing to scale up to meet the growing needs in the communities we serve. Programming is founded on unarmed civilian protection and is thematically focused on protection in displacement, child protection, gender-based violence protection, and inter-communal violence reduction.

JOB PURPOSE

As an Administration and Liaison Officer with NP in Iraq, you'll play a pivotal role in ensuring the smooth and efficient day-to-day operations of our Erbil office, including guesthouses. You'll also have the exciting opportunity to serve as our organization's representative and focal point for liaising with governmental offices, forging critical connections that will help us achieve our mission of protecting civilians in violent conflicts through unarmed strategies.  With your exceptional organizational and communication skills, you'll thrive in this dynamic and fast-paced role, making a real impact on the Erbil team and members of the communities we serve.

As our Administration and Liaison Officer, you'll have a critical role in ensuring the smooth and seamless arrival and stay of new international staff and visitors at our Erbil office. From coordinating accommodation and transportation arrangements to managing flight bookings and visa activations, your exceptional organizational skills will help our team hit the ground running and achieve our mission. You'll also have the exciting opportunity to serve as our organization's liaison with relevant government authorities, including securing and renewing licenses, work permits, and visas for our international staff and visitors. With your attention to detail and proactive approach, you'll ensure that all necessary permits and documents are processed in a timely manner and ensure our HRIS system is updated for monitoring visas and permits to ensure our team stays up to date on any renewals or extensions required. Whether you're accompanying our international staff to the residency office to process their permits or providing support on other administrative issues, you'll play a vital role in helping our team navigate the complex administrative landscape of Kurdistan.

KEY OBJECTIVES/RESPONSIBILITIES

Admin:

• Ensure compliance with organizational policies and procedures, as well as applicable laws and regulations.
• Coordinate meetings and events, including scheduling, preparing materials, and managing logistics.
• Provide administrative support to the organization, including managing the office and managing travel arrangements for staff.
• Coordinate with operations team on accommodation/transport arrangements for international staff and visitors (transit and to Baghdad).
• Fight booking for domestic and international flights (visa activation, work-related, RnR ,etc)
• Assist HR & Admin Manager in Administration related issues in Erbil office.

Liaison:

• Responsible for applications and renewals of licenses with the relevant government authorities, including NP’s registration in Kurdistan (Admin Order), etc.
• Ensure timely processing of work permits, visas and other relevant permits for international staff and NPIQ visitors and maintain a follow up system for renewals.
• Develop a system of monitoring of visas and residence permits for international staff and ensure staff is informed in advance for any extension of permits required.
• Provide support to international staff in accompanying them to residency office, etc. to process their residency permit in Kurdistan and Assyaish to get registered and obtain resident permit.
• Prepare reports and presentations for internal and external stakeholders
• Perform other duties as agreed and assigned by Line Manager.
• Other duties as assigned.

QUALIFICATIONS AND COMPETENCIES

Required:

• Bachelor's degree in business administration, international relations, or a related field
• 2-3 years of experience in similar roles in an INGO/UN agency.
• Knowledge of Kurdish rules & regulations about KRI visas, registration and other local regulations related to foreigners.
• Excellent communication and interpersonal skills, with the ability to work effectively with a wide range of stakeholders
• Keen sense of compliance with policy and procedure
• Strong organizational and team working skills
• Knowledge of the NGO sector and experience working with donors is a plus
• Strong computer skills, including proficiency in Microsoft Office
• Comfortable with frequent travel to field locations

Preferred:

• Experience with working in a multi-cultural environment
• Able to effectively promote the mission values, and objectives of Nonviolent Peaceforce.

Languages

• A strong command of spoken and written English and Kurdish is required
• Fluency in Arabic is an asset.

HOW TO APPLY

• Candidates meeting the above requirements are requested to submit a CV (max. 2 pages). Incomplete applications will not be considered.

• The closing date for applications is 27 May 2023.

• Interviews will be conducted on a rolling basis. Candidates may be identified before the closing

• Only nationals will be considered for the position.

SPECIAL NOTICE

Nonviolent Peaceforce is committed to achieving a 50/50 gender balance in its staff at all levels. Female candidates are strongly encouraged to apply for this position. However, all qualified applicants regardless of their gender, race, disability, sexual orientation, or age, will be considered for this opportunity.

Nonviolent Peaceforce acknowledges the duty of care to safeguard and promote the welfare of employees, contractors, volunteers, interns, beneficiaries, and other stakeholders and is committed to ensuring safeguarding practice reflects statutory responsibilities, government guidance and complies with best practice in the Humanitarian and Development sector.

NO FEE

PLEASE BEWARE OF FRAUDULENT JOB OFFERS. NONVIOLENT PEACEFORCE DOES NOT CHARGE A FEE OR ASK FOR FINANCIAL TRANSACTIONS AT ANY STAGE OF THE RECRUITMENT PROCESS (INCLUDING APPLICATION, INTERVIEW, MEETING, TRAVELING, PROCESSING TRAINING, ETC). NONVIOLENT PEACEFORCE WILL NOT REQUEST INFORMATION ON APPLICANTS’ BANK ACCOUNTS.