CSC Admin Officer - Baghdad

The CSC Admin Officer will work on the daily operations and maintenance of the Community Support Centers in Baghdad and Najaf. Each facility hosts staff from UNHCR and serves refugee beneficiaries. This role involves ensuring the upkeep of the buildings, managing the generators, procuring office and kitchen supplies, coordinating asset management and logistics with the supply chain team, supervising the cleaners and guards, managing utility bills, and frequent travel to field sites. Additionally, the Officer will handle various administrative tasks for the centers' programs. The main goal is to provide a safe, efficient, and supportive environment for both staff and beneficiaries.

Major Responsibilities:

Building Maintenance:

·Regularly inspect both facilities to identify maintenance needs and coordinate repairs.

·Oversee cleaning and sanitation to ensure a safe and welcoming environment in both centers.

Generator Monitoring and Maintenance:

·Monitor the operation of the generators in both centers to ensure they are functioning efficiently.

·Schedule and coordinate regular maintenance and servicing of the generators.

·Prepare monthly generator reports and submit them to the supply chain team.

·Monitor fuel consumption, ensure the availability of fuel, and raise procurement requests to the supply chain for fuel provision.

·Prepare monthly report for vehicles and submit them to SC team.

Procurement of Supplies:

·Coordinate with the supply chain team to manage the procurement process for office supplies, stationery, cleaning materials and kitchen supplies for both centers and raising the IFs as required.

·Ensure timely delivery and proper inventory management of all supplies.

Asset Management:

·Maintain an accurate inventory of all assets/properties within both centers.

·Oversee the allocation, tracking, and maintenance of assets.

Logistics Coordination:

·Collaborate with the supply chain team to prepare the daily movements plan and assign vehicles based on the weekly movements plan collected from program staff.

·Ensure efficient transportation and logistics support for staff and beneficiaries in both centers.

·Provide logistical support and procurement for training events, including tea breaks and meals.

Administrative Support for Programs:

·Prepare cash advances for the team at the beginning of each month, complete approvals, follow up with finance, and coordinate liquidation at the end of each month.

·Assist the PROL program in raising IFs and provide estimated prices as required.

·Manage open PROL-related IF/PNSC and prioritize urgent requests; ensure timely delivery of requested items.

·Follow up with the finance department and field coordinator/PROL Manager on all pending and approved payments.

·Ensure all procurement requests are processed in a timely and transparent manner.

Utilities Bills Management:

·Monitor and manage utility bills for both centers.

·Ensure timely payment and record-keeping of all utility bills.

Field Travel:

·Frequently travel to field sites to oversee operations and support activities as needed.

·Perform any other tasks as requested by the supervisor.

Key Working Relationships:

Position Reports to: Senior Supply Chain Officer

Position technically supervised by: Area Coordinator
Position directly supervises: Drivers, Cleaners, Guards (in coordination with Safety and Security Manager).

Other Internal and/or external contacts:

Internal: Supply Chain, Safety and Security, Finance and Programs departments.

External: Beneficiaries/Refugees, UNHCR, Other NGOs, Suppliers, Service Providers and Local Authorities.