Administrative Associate

Job Advertisement

Position Title: Administrative Associate
Location: Baghdad
Country: Iraq
Deadline Date:

Job Details

Job Posting Organization:
The organization is part of the ASYCUDA Programme under UNCTAD, which focuses on enhancing the efficiency of customs and trade processes in developing countries. Established to support the modernization of customs administrations, the program operates in multiple countries, providing technical assistance and capacity building. The organization aims to promote trade facilitation and improve the overall economic environment in the regions it serves. It employs a diverse team of professionals dedicated to achieving its mission and operates in various countries worldwide, collaborating with local authorities and international partners.

Job Overview:
The Administrative Associate plays a crucial role in supporting the ASYCUDA Programme in Iraq by managing administrative services and ensuring the smooth execution of various processes. This position requires a proactive approach to problem-solving and a commitment to delivering high-quality results. The Administrative Associate will be responsible for translating documents, coordinating travel arrangements, organizing procurement processes, and managing logistics for workshops and conferences. The role demands close collaboration with both local and international staff, ensuring consistent service delivery and adherence to organizational standards. The Administrative Associate is expected to promote a client-oriented approach, focusing on quality and results in all administrative tasks.

Duties and Responsibilities:

• Provide efficient administrative support, including document translation, drafting and editing reports, and organizing shipments and customs clearance.
• Coordinate travel arrangements and manage procurement processes, including preparation of RFQs, ITBs, or RFPs, and preliminary evaluation of bids.
• Organize workshops, conferences, and retreats, ensuring all logistical aspects are covered.
• Supervise cleaning services and coordinate transportation services, including vehicle maintenance and insurance.
• Maintain vehicle logs, report accidents, and manage vehicle history reports.
• Research and prepare statistical data, charts, and reports for internal and external use.
• Support supply and asset management, ensuring timely inventory reports and quality office supplies.
• Maintain administrative control records, confirm fund availability, and ensure data integrity in databases.
• Coordinate common services and office space management to facilitate integrated activities. 1
• Supervise the Registry Clerk and Receptionist, ensuring efficient reception and reliable registry services. 1
• Support knowledge sharing by training staff on administrative procedures and contributing to knowledge networks.

Required Qualifications:
Candidates must possess strong organizational skills, attention to detail, and the ability to work collaboratively in a team environment. Proficiency in document translation and editing is essential, along with experience in managing logistics and administrative processes. Candidates should demonstrate a client-oriented approach and the ability to handle multiple tasks efficiently. Familiarity with UN administrative procedures and practices is an advantage, as is experience in a similar role within an international organization.

Educational Background:
A minimum of a bachelor's degree in business administration, management, or a related field is required. Additional certifications in project management or administrative support are beneficial. Candidates with relevant training in customs and trade facilitation will be given preference.

Experience:
The position requires at least 3-5 years of relevant experience in administrative support, preferably within an international organization or a governmental agency. Experience in customs administration or trade facilitation is highly desirable. Candidates should have a proven track record of managing logistics, procurement processes, and providing high-quality administrative services.

Languages:
Fluency in English is mandatory, both written and spoken. Proficiency in Arabic is highly desirable, as it will facilitate communication with local stakeholders. Knowledge of French or another UN language is considered an asset.

Additional Notes:
This position is full-time and may involve occasional travel within Iraq. The contract duration is subject to funding availability and organizational needs. The role is open to both national and international applicants, and competitive compensation and benefits will be provided based on qualifications and experience.