BBS & F16 Assistant Admin Manager - Security Services - Balad

GARDAWORLD CONTRACTOR ROLE SPECIFICATION

Position  

BBS & F16 Assistant Admin Manager

 - Security Services

Project

Palm

Location     

Balad, Iraq

Est. Start Date

TBC (subject to further confirmation/successful onboarding/visa processing)

Duration of Task

Open ended

Rate

USD $XXXXXX per annum, to be paid monthly in arrears.

*subject to local tax (if applicable) and less any applicable salary due under any relevant Local Employment Contract.

As the project moves beyond the initial mobilisation phase, your contract will be revised within the next three months to align with GardaWorld’s standard terms. This will include a reduction to your current monthly rate to reflect the long-term pay structure for the project and to bring it in line with country and industry norms. In addition, the current 40-day Home Leave cycle will be replaced by a formal rotational contract, with clearly defined on duty and off duty periods.

Onboarding Fee

USD $218.00 per month, to be paid in arrears.

Home Leave

40 days per 12-month period, subject to operational requirements

Visa Requirements

The Company shall be responsible and liable for the multi-entry visa cost as required in order to deliver the Services. Any visa costs incurred shall be reimbursed.

Package

GardaWorld will provide the Independent Contractor with appropriate accommodation, insurance, flights and life support while on duty.

Food, Accommodation and General Expenses:

Company will provide the Contractor with food, drink, transportation and accommodation as necessary whilst the Contractor is engaged in a project.

If Company is unable to provide the Contractor with food, accommodation and transportation, except as set forth below for inbound and outbound travel to the project location, Company shall either provide a per diem at an agreed rate or reimburse to the Contractor for any travelling, hotel and other expenses reasonably incurred by him in the proper performance of his duties under this Agreement. In the case of the latter, the Contractor must provide Company with such vouchers and receipts or other evidence of actual payment of such expenses as Company may reasonably require. The Contractor shall seek the prior approval by Company for any individual expenses incurred under this Agreement.

Flight Package

GardaWorld will provide an economy class return ticket per rotation to the project location from a hub airport as close as reasonably practicable to the Contractor’s declared home address.

The Contractor will be asked to declare their preferences for a primary, secondary and tertiary hub airport from the GardaWorld hub list at the commencement of their engagement. Where possible and commercially acceptable, GardaWorld will look to book travel to and from one of the preferred hubs.

The Contractor will be responsible for any travel arrangements between the hub airport and their home address.  The Company will pay for any transfers from the airport near the project location or such other intermediate landing location to the Consultant’s accommodations at the project.

Further information can be found in the GardaWorld Contractor Travel Standard Operating Instruction (SOI), copy will be provided upon acceptance.

Role Requirements

Skills & Competencies

• Strong administrative and coordination skills
• High attention to detail and data accuracy
• Effective written and verbal communication
• Confident using MS Office (especially Excel & Word)
• Ability to manage multiple priorities under pressure
• Team-focused, adaptable, and organised
• Familiar with reporting tools, SOPs, and documentation standards

Essential Requirements

• 3–5 years’ experience in admin, planning, or operations support
• Proven ability to maintain reports, SOPs, and tracking tools
• Experience in security, military, or international contract environments
• Fluent in English (spoken and written)
• Fit for deployment to remote or high-risk areas
• Valid UK Cat C or C1 license (or equivalent international license)

Desirable Qualifications

• Background in government, defense, or contractor projects
• Understanding of FCDO, DoD, or NATO documentation standards
• Experience supporting cross-functional teams in field ops
• Exposure to quality systems, audits, or ISO processes
• First Aid certification (Level 3 FPOS or FREC)

Services

Services provided by the Contractor shall include, but are not limited to, overseeing and delivering essential administrative and operational support for BBS and F16 task security program. The Assistant Admin Manager is tasked with managing documentation, coordination, and reporting functions to ensure smooth organizational operations under high-tempo, high-risk conditions. This role supports senior leadership by ensuring administrative accuracy, timely execution of procedures, and adherence to contractual and regulatory standards.

Services the Contractor can expect to carry out would include:

• Supporting the development, maintenance, and distribution of operational documents including SOPs, training plans, and performance matrices.
• Coordinating administrative workflows across departments to ensure timely submissions of SITREPs, personnel trackers, and readiness reports.
• Managing document version control and maintaining structured filing systems in compliance with client and internal QA standards.
• Producing performance reports, dashboard updates, and ad hoc briefings to aid leadership decision-making.
• Facilitating cross-departmental collaboration, scheduling inter-team meetings, and coordinating information flow between operations, HR, logistics, and training teams.
• Assisting with onboarding and offboarding processes, ensuring administrative accuracy and continuity.
• Maintaining operational records, including audit logs, contract deliverables, and compliance documentation.
• Contributing to operational planning cycles, readiness assessments, and compliance reviews.
• Training or mentoring junior administrative staff to uphold procedural standards and effective team performance.
• Monitoring and supporting project coordination tasks, ensuring alignment with operational goals and client expectations.
• Undertaking any other reasonable tasks as directed by the Admin Manager, Project Manager, or Client Representative in support of the contract.

This position is vital to maintaining administrative coherence and operational efficiency across the BBS and F16 security program. The Assistant Admin Manager underpins the delivery of coordinates, compliant, and timely administrative services, ensuring that leadership and field teams are supported by accurate documentation and effective coordination in dynamic operational environments.

For further information about GardaWorld please follow link: www.garda.com/gw

Please note: any Information provided shall be used by GardaWorld to evaluate your qualifications for engaging as a contractor.

Presentation of falsified credentials or false statements can lead to termination of any engagement (or future engagement) with the company. 

Any deployment to any region in which GardaWorld operates carries a degree of risk, for more information please go to https://www.garda.com/crisis24/country-reports where you can obtain the latest analysis, information and threat assessment.