Administrative Assistant

About the role

The Administration Assistant supports the HR & Admin Department across Iraq by coordinating daily administrative services, including fleet and travel arrangements, office facilities, supplies, medical insurance, vendor payments and record keeping. The role works closely with Finance, Procurement, employees and service providers to ensure timely service and compliance with company procedures.

Key responsibilities

• Manage vehicle availability, monitor fleet system, maintain usage logs and ensure compliance with safety standards.
• Procure, track and distribute stationery, office supplies and equipment, negotiate with suppliers and maintain inventory records.
• Facilitate medical insurance enrollment, process claims, distribute IDs and resolve insurance issues.
• Oversee office furniture and equipment procurement, maintenance, inventory and allocation to new employees.
• Administer employee phone allowances, issue SIM cards, monitor usage and address balance issues.
• Track HR & Admin vendor invoices, ensure proper documentation, follow up with vendors and Finance for timely payments.
• Coordinate domestic and international travel requests, bookings, itinerary changes and maintain expense records.
• Manage day‑to‑day office facilities, cleaning, utilities, access, repairs and preventive maintenance.
• Maintain organized physical and electronic records of administrative orders, contracts, invoices and facility work orders.

Required profile

• Minimum 2 years of experience in administrative support, preferably within HR.
• Strong organizational, time‑management and attention‑to‑detail skills.
• Excellent communication and interpersonal abilities.
• Ability to handle sensitive and confidential information with discretion.

Required skills

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Strong Excel and document‑control skills.
• Familiarity with fleet, travel, vendor invoice tracking, facilities and insurance administration.