Administrative Officer

وەسفی کار

JOB DESCRIPTION

Preliminary Job Information

Job Title: Administrative Officer

Location: Erbil

Department/Project: HR & Administration

Employment Type: Full-time

Reports To: HR Lead

Under the Direct Supervision of: HR Lead

General Information on the Company

Context:

BIM is a multidisciplinary company established in 2014 and headquartered in Erbil, Iraq, specializing in construction, engineering, procurement, maintenance, and supply chain management.

Organization’s Strategy in the Country:

BIM focuses on sustainable infrastructure, innovation, digital transformation, smart energy, and operational excellence across Iraq.

Job Description

Overall Objective:

To provide day-to-day administrative support to BIM's Erbil offices and facilities and assist the HR & Administration Department in maintaining a clean, organised, properly functioning, and professional working environment. The position requires a proactive, responsible, organised, and active individual who can identify routine administrative requirements, take appropriate action, follow up on pending matters, and ensure that office and employee needs are addressed in a timely manner.

Tasks and Responsibilities:

·       Support the day-to-day administrative requirements of BIM's Erbil offices and facilities.

·       Regularly check office areas and identify anything requiring attention.

·       Identify routine office issues and report them to the HR Lead or relevant person and follow up until they are resolved.

·       Ensure employees have the required office tools, equipment, devices, and other necessary items.

·       Monitor office supplies and ensure essential items are available and replenished when required.

·       Monitor drinking water, coffee, tea, stationery, cleaning materials, and other office essentials.

·       Ensure office areas remain clean, tidy, organised, and professionally presented.

·       Follow up on routine repairs and maintenance, including doors, bathrooms, plumbing, water supply, electrical issues, furniture, and other office facilities.

·       Coordinate with technicians, suppliers, and service providers when required and follow up on pending work.

·       Ensure meeting rooms, common areas, and other office areas are properly prepared and presentable.

·       Support the maintenance of the garden, parking area, and external office areas where applicable.

·       Support the HR Department with day-to-day employee and administrative matters.

·       Assist employees with routine administrative requests and coordinate with the HR Department when further support is required.

·       Assist with attendance-related matters, employee documentation, and other HR administrative requirements as assigned.

·       Support the implementation of HR policies, procedures, and office rules at the Erbil office.

·       Monitor general workplace presentation and compliance with office rules.

·       Report serious, repeated, or unresolved workplace issues to the HR Lead.

·       Welcome guests and ensure they are treated professionally.

·       Assist in preparing meeting rooms and arranging refreshments according to the requirements of the visit.

·       Coordinate with relevant departments regarding office requirements and administrative matters.

·       Maintain proper records of administrative requests, office supplies, maintenance activities, and other assigned matters.

·       Maintain and monitor the assets of BIM offices and warehouses, ensuring proper records, availability, condition, and appropriate use of company assets.

·       Assist with the issuance, transfer, return, and replacement of office and warehouse assets and maintain accurate asset records.

·       Conduct regular checks of assigned office and warehouse assets and report missing, damaged, or improperly used assets.

·       Report missing, damaged, or improperly used company assets to the HR Lead and follow up on the required action.

·       Assist with physical verification and reconciliation of company assets when required.

·       Follow up with suppliers, technicians, and service providers to ensure timely completion of requested work.

·       Provide regular updates to the HR Lead regarding important administrative, asset, facility, and employee-related matters.

·       Maintain confidentiality when handling employee-related and company information.

·       Perform other related duties assigned by the HR Lead.

Required Profile

Training & Professional Experience:

Required:

·       previous experience in administration, office support, HR administration, or a similar role.

·       Demonstrated ability to organize and coordinate multiple administrative tasks.

·       Ability to follow up on outstanding matters and ensure tasks are completed.

·       Experience dealing with employees, suppliers, technicians, and service providers.

Desirable:

·       Previous experience in an office, warehouse, field, or project environment.

·       Previous experience supporting HR-related administrative activities.

·       Previous experience with company assets, inventory, or office supplies.

Technical Knowledge & Skills:

   Required:

·        Good knowledge of common office administration practices and workplace coordination.

·        Good organisational, communication, problem-solving, and follow-up skills.

·        Ability to maintain records and handle confidential information appropriately.

·        Ability to maintain basic asset, office supply, and administrative records.

·        Ability to identify routine office and facility issues and take appropriate action or report them to the relevant person.

    Desirable:

·       Knowledge of HR administrative processes and workplace policies.

·       Experience with office facilities, maintenance coordination, and supplier follow-up.

·       Experience with asset or inventory management.

·        

Languages:

Required:

Kurdish

English

Desirable:

Arabic

Software Proficiency:

Required:

·       Microsoft Office, including Word, Excel, and Outlook.

·       Basic document management and record-keeping tools.

Desirable:

• Experience with HRIS, attendance systems, or other administrative systems.

  Required Personal Characteristics

·       Proactive and active approach to work.

·       Responsible and reliable.

·       Strong organisational and follow-up skills.

·       Good communication and interpersonal skills.

·       Strong attention to detail.

·       Ability to identify problems and take practical action.

·       Ability to work independently and take ownership of assigned responsibilities.

·       Willingness to support employees and other departments when required.

·       Professional and respectful approach when dealing with employees, guests, suppliers, technicians, and service providers.

·       Able to maintain confidentiality when handling employee-related and company information.

·       Flexible and willing to respond to changing administrative requirements.

     Other Requirements

·       Ability to coordinate with employees, management, suppliers, technicians, and external service providers.

·       Willingness to take initiative and respond promptly to office and administrative requirements.

·       Ability to conduct regular checks of office areas, facilities, supplies, and company assets.

·       Ability to travel between BIM offices and warehouses in Erbil when required.

·       Any other requirements may be assigned according to BIM's operational needs.

·       Ability to work effectively in a busy office and multi-team environment.