View Vacancy – IQB – TWG Clerical Assistant (AA)

The British Embassy Baghdad is seeking a highly motivated individual for the position of Clerical Assistant for the Technical Works Group (TWG), job grade Administrative Assistant (AA). The jobholder will work closely with the Maintenance Manager and Maintenance Supervisors to ensure efficient and timely delivery of services.

Duties and responsibilities:

• Support the Maintenance Manager and Supervisors in the efficient distribution of tasks, balancing urgent requests with on-going preventative maintenance and renovations.
• Maintain a proper filing system for all documents and work to digitalise all work requests and documents.
• File all works requests after the material and labour costs have been recorded.
• Ensure timely delivery of goods and services with suppliers and contractors, escalating as needed as advised by TWG Manager and Supervisors.
• Maintain the attendance records, time sheets, overtime, and annual leave of all TWG staff as agreed with the TWG Manager.
• Accompany the Facilities Assistant in march in/ out of properties.
• Assist with Property Compliance Assessment (PCA) process and data recording on internal systems). Create project files on MS Teams to account for TWG spending per project.
• Act as a focal point for Contractors during projects and follow up on projects.
• Attend Estates/ TWG-led meetings and take minutes of meetings as necessary.
• Responsible for TWG small cash holding and ready to assist with audit checks
• Ensure proper time management and the timely completion of assigned tasks to an acceptable level based on Foreign, Commonwealth and Development Office (FCDO) standards.
• Offer support to the TWG and wider Embassy staff leading on Estates work
• Ensure that information is passed on to those TWG staff without computer access.
• Other general office support and other duties as requested.

The above list is not exhaustive, and the jobholder will be required to be flexible as specific responsibilities could change in the future and this would be at the discretion of the line manager or head of section. The job description may be reviewed to meet changes in business needs. The jobholder may also take on other ad hoc tasks as required, including participating in the Embassy’s emergency planning and any other response to a crisis.

Key behaviours required:

• Managing a Quality Service – Deliver service objectives with professional excellence, expertise, and efficiency, taking account of diverse customer needs.
• Communicating and Influencing – Communicate purpose and direction with clarity, integrity, and enthusiasm. Respect the needs, responses, and opinions of others.
• Working Together – Form effective partnerships and relationships with people both internally and externally, from a range of diverse backgrounds, sharing information, resources, and support.

Eligibility:

If you are selected for this position, we will be able to employ you as long as:

• We can obtain the appropriate level of local and UK security clearance for you; and
• You have (or be willing to obtain) the right to live and work in Iraq. Candidate’s residence permit and work permit, and the expense to obtain them, will be their own responsibility – the Embassy does not provide residence or work permits. If you have any questions about residency and/ or visa requirements, you should contact the relevant Iraqi Government Ministry.

• Previous experience in a similar role.
• Fluency in English and Arabic, both written and spoken. Able to express ideas and messages clearly and concisely, both orally and in written communication.
• Strong IT skills and literacy in Microsoft Office applications (Word, Excel, PowerPoint, Outlook, Teams). Accurate typing and proofreading skills.
• Strong organisation skills and ability to manage competing priorities. Self-starter, comfortable with strategy and delivery with minimal support.
• Demonstrates initiative, adaptability, and the ability to work flexibly to organise and prioritise workloads, organise records, meet deadlines and maintain close attention to detail. Proactive approach to problem solving.
• Strong team player with partnering skills with a diverse range of customers.
• Customer service skills. Demonstrates courtesy and consideration in dealing with internal and external stakeholders. Discretion in handling sensitive matters.