Operations Officer – CEI

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Job Title: Operation Officer
Department: Continuing Education Institute (CEI)
Location: American University of Iraq, Baghdad (AUIB)

Position Summary

The Continuing Education Institute (CEI) at AUIB seeks a highly organized and proactive Operation Officer to manage and support daily operations. This role involves overseeing administrative, logistical, and operational tasks to ensure the smooth functioning of CEI’s programs. The Operation Officer will be integral in coordinating resources, managing events, and facilitating communication with stakeholders to support CEI’s mission.

Key Responsibilities

Daily Operations Management

• Oversee and manage day-to-day operational activities at CEI, ensuring processes are efficient and effective.

Logistics Coordination

• Coordinate logistics for various programs and events, including room bookings, material preparation, and equipment setup.
• Ensure all necessary resources are available and well-managed.

Vendor and Supplier Management

• Maintain strong relationships with external vendors and suppliers.
• Ensure timely procurement and delivery of goods and services essential for CEI programs.

Administrative Support

• Provide administrative assistance, including scheduling and maintaining records of all operational activities.
• Facilitate communication with internal and external stakeholders.

Event and Program Support

• Aid in coordinating and executing CEI’s educational programs and events.
• Book necessary resources and ensure all logistical arrangements are in place.

Project Implementation Participation

• Provide operational support for project implementation to facilitate project goals.

PRF Preparation

• Prepare Purchase Requisition Forms (PRF) for needed goods and services.
• Ensure timely procurement aligned with CEI’s requirements.

Communication with Stakeholders

• Act as a point of contact for communication with internal and external stakeholders.
• Maintain effective and timely information flow.

Follow-up and Support

• Provide day-to-day support and follow-up on operational tasks to ensure smooth program functioning.
• Track and follow up on participant enrollment for accurate record-keeping and communication.

Problem-Solving and Troubleshooting

• Address operational challenges promptly to minimize disruption to programs.
• Ensure quick resolutions to operational issues.

Qualifications

Education

• A bachelor’s degree in operations management, business administration, or a similar discipline is ideal.

Experience

• Minimum of 2 years of experience in operations, logistics, or administrative roles, ideally in an educational or training setting.

Skills

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Strong organizational and multitasking abilities.
• Effective time management and problem-solving skills.

Traits

• A proactive and adaptable individual with keen attention to detail.
• Excellent communication and teamwork skills.
• Ability to work independently and manage multiple responsibilities in a fast-paced environment.

Working Conditions

The Operation Officer will work at CEI on the AUIB campus, with regular office hours and occasional extended hours during major events or project deadlines.

• Application Procedure: Application Requirements for Positions at the American University of Iraq—Baghdad
  To be considered for any role at the American University of Iraq—Baghdad (AUIB), applicants are required to submit the following documents:
• Cover letter: This should detail how your skills and experience align with the specific requirements of the position you are applying for.
• Resume/ Curriculum Vitae: Please provide an up-to-date resume or curriculum vitae
• Identification: A valid national ID or passport is required for the application process.

** Please note that applications missing any of these components will not be considered.

• Shortlisted candidates will be contacted via email and WhatsApp to schedule interviews.If you are shortlisted for an interview, you will need to provide additional documentation:
• It is required that all certifications and transcripts of education be translated into English.
• References: You must provide contact details for three references. These individuals should be those who have either worked with you or supervised your work.

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