Administrative Assistant – Center for Climate Change, Water Security & Environmental Sustainability (COE)

Why AUIB?

Diversity and Inclusivity: At AUIB, we champion diversity and inclusivity in every aspect of campus life. Our vibrant community is a tapestry of cultures, ideas, and dreams, ensuring a welcoming environment for everyone through fair and equal policies.

Competitive Benefits: AUIB offers competitive salaries, comprehensive health plans, and generous leave policies, ensuring the well-being and satisfaction of our staff.

Professional Development: With numerous opportunities for career progression and professional development, AUIB is the ideal place to enhance your skills and advance your career.

A Thriving Community: Our expatriate faculty and staff enjoy comfortable on-campus accommodations, and a vibrant campus equipped with state-of-the-art facilities, including an expansive library, modern classrooms, and recreational amenities.

A Legacy of Excellence: Situated in Baghdad, AUIB is dedicated to reviving the city’s historic legacy of learning and culture. Joining AUIB means being part of a prestigious project envisioned by prominent figures in business, government, and education.

Position Summary: The Environmental Research Center is seeking a highly organized and detail-oriented Administrative Assistant to provide comprehensive administrative support to the center’s staff and the College of Engineering (CoE). The ideal candidate will play a critical role in managing day-to-day operations, coordinating communications, and supporting various projects and events. This position offers the opportunity to work in a dynamic academic environment, contributing to impactful research initiatives in environmental studies, climate change, and water security.

Key Responsibilities:

1. Administrative Support:
   • Provide general administrative support to the center’s and CoE staff, including scheduling meetings, managing calendars, and handling correspondence.
   • Prepare and edit documents, reports, and presentations.
   • Organize and maintain files, both physical and electronic.
2. Communication:
   • Serve as the first point of contact for inquiries, both internal and external.
   • Draft and distribute communications such as emails, memos, and newsletters.
   • Coordinate communication between departments and with external partners.
3. Event Coordination:
   • Assist in planning and organizing events, conferences, and workshops.
   • Coordinate logistics such as venue booking, catering, and equipment setup.
4. Financial and Budget Management:
   • Monitor and track expenditures and assist in budget preparation.
   • Process invoices, purchase orders, and expense reports.
5. Data Management:
   • Maintain databases and ensure data accuracy and integrity.
   • Compile and analyze data for reports and presentations.
6. Project Support:
   • Assist with project management tasks, including tracking progress and deadlines.
   • Support the preparation of grant applications and funding proposals.
7. Office Management:
   • Manage office supplies and equipment, ensuring availability and functionality.

Qualifications:

Education:

• A bachelor’s degree in a relevant field (e.g., business administration or environmental studies) is preferred.

Experience:

• Previous administrative experience, preferably in an academic or research environment.
• Experience with event planning and coordination is a plus.

Skills:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams).
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Ability to multitask and prioritize effectively.

Personal Attributes:

• Attention to detail and accuracy.
• Ability to work independently and as part of a team.
• Strong interpersonal skills and the ability to interact professionally with a diverse group of stakeholders.

Additional Considerations:

• Knowledge of environmental issues, climate change, and water security is advantageous.
• Familiarity with budget management and financial tracking.

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 for visa entry requirements.

** 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:

• Educational transcripts and certifications must 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.

We look forward to receiving your complete applications and appreciate your interest in joining our dynamic team at AUIB.

Applications will be accepted until the position is filled. Confidential review of materials and screening of candidates will begin immediately.