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Deputy Administrative Manager

Job Title: Deputy Administrative Manager
Contract Type: Permanent
Location: Erbil, Iraq
Industry:
REF: 964
Contact Name: Ahmed Tahir
Job Published: 4 months ago

Job Description

Mselect is hiring a Deputy Administrative Manager for one of it's international market research clients in Erbil, the main responsibility of this role will be supporting the managing director in ensuring the overall running of the business and may be asked to stand in for the managing director if/when he is not available, the ideal candidate must have a minimum of 8 years of experience with fluency in Kurdish, Arabic and English languages.

Role Responsibilities:

Financial management

  • Responsible for day to day office finances
  • Entry of financial invoices, petty cash
  • Responsible for monthly finances (reporting into CFO)
  • Checking and reconciling balance sheets
  • Preparing payroll, including reconciling cash advances and deductions
  • Reconciling expenses for Managing Director and Global Head
  • Ensure timely payment of invoices and taxes payable locally
  • Support Managing Director in understanding overall business finances
  • Work closely with Digital Manager to maintain clear records of digital spend
  • Support preparation of office accounts and project budgets
  • Ensure clear records are kept of projected spend, for budgeting purposes

HR / Team management

  • Serve as point person for team HR needs/requests/issues, escalating to the Managing Director as appropriate
  • Demonstrate ‘duty of care’ for the team
  • Support Managing Director in managing day-today needs of the team and keep the trains running on time
  • Make arrangements for freelance staff as appropriate
  • Coordinate with Office Manager and Support Manager in meeting reasonable accommodation and living needs of international staff.
  • Primary responsibility (with support of Managing Director) for team HR
  • Oversee recruitment, including drafting job descriptions, liaising with recruiters, conducting initial interviews and overseeing full recruitment processes
  • Support in drafting contracts and sending fixed-term contracts
  • Ensure HR processes are followed for new joiners and leavers
  • Oversee annual appraisal process and mid-year reviews
  • Liaise with insurers to update memberships lists and provide monthly records
  • Ensure policies are relevant and updated; draft new policies as relevant
  • Organise team events as relevant, including team away days, workshops or parties
  • Ensure clear records are kept, including schedules, staff files and inventories are kept up to date
  • Arranging repairs and maintenance of the office, company accommodation and vehicles with the Office Manager
  • Manage Office Assistants to ensure office and accommodation management
  • Technical skills preferable, to serve as IT point-person and key liaison with company London-based IT Helpdesk
  • Responsible, with Managing Director for team security: Be familiar with office security protocol.
  • Responsible for implementing security protocol after any incident
  • Be aware of team movements, anticipate and assess potential risks
  • Familiar with security contacts in Erbil
  • Maintain company contact list. Be contactable by all employees for emergencies.
  • Fire officer and responsible for health and safety
  • Ensuring new joiners and freelancers understand the local security environment/culture
Business management
  • Ensure company credentials, Business development, IP, and public facing assets are collated, filed and up to date in line with business goals
  • Respond to proposal requests and collate proposals
  • Support drafting proposals as relevant
  • Where appropriate, establish networks and relationships with local fixers, businesses, government and subcontractors in order to build company's reputation and ensure smooth running of company projects
  • Support production activities as required
  • Arranging kit insurance
  • Supporting on logistics
  • Collate regular reporting requirements for key client, including quarterly archive
  • General requirements (required of all senior staff)
  • Keep the trains running on time
  • Balance demands in such a way that the client remains satisfied, the team feel fulfilled and company senior management sees reason to commit company support and resources
Requirements:
  • A minimum of 8 years of experience in Financial and/or HR roles
  • Project planning and time management skills
  • Ability to think quickly and practically to troubleshoot problems that may arise
  • Responsive and sensitive to changing context and priorities; comfortable multitasking
  • Strong interpersonal and communication skills able to interact with local staff and international staff
  • Degree such as management, HR, psychology, marketing, politics, sociology, science