School Operations
Operations Assistant
Reports to: Director of School Operations
Job Summary
The American International School – Duhok (AIS) is seeking a highly capable, proactive, and organized Operations Assistant to provide direct support to the Director of School Operations and assist in the coordination, documentation, and continuous improvement of the school’s operational functions. This is a cross-functional role supporting Information Technology (IT), Supply chains, Asset Management, Maintenance & Facilities, Security & Transportation, Reception & Front Office, Accreditation & Compliance, and general school operations. The successful candidate must demonstrate strong analytical and problem-solving skills, sound judgment, initiative, digital competence, excellent attention to detail, and the ability to quickly understand new systems and processes. The position requires excellent follow-through and the ability to manage multiple priorities with limited supervision Scope of the Role The Operations Assistant is a cross-functional and coordination position and does not replace the authority or accountability of the officers, coordinators, or supervisors responsible for specialized operational areas. The Operations Assistant may coordinate activities, maintain documentation, monitor progress, follow up on assigned actions, assist with developing procedures, and support implementation. Decisions requiring financial, procurement, technical, security, personnel, or other delegated authority remain with the appropriately authorized staff. The responsibilities outlined above describe the principal functions of the position and are not exhaustive. The Operations Assistant may undertake other reasonable duties and projects assigned by the Director of School Operations based on the evolving operational needs of AIS.
Qualifications
• Bachelor’s degree in Business Administration, Management, Information Systems, or another relevant field. • Fluency in spoken and written English, Kurdish, and Arabic. • Excellent professional communication skills, with particularly strong English writing ability. • Strong analytical, critical-thinking, and problem-solving skills. • Strong digital literacy and proficiency in Microsoft Office, including Word, Excel, PowerPoint, Outlook, and Teams. • Ability to quickly learn and confidently use new software, databases, school systems, and digital tools. • Excellent organizational skills and attention to detail. • Ability to understand complex processes and translate them into clear documentation, procedures, and workflows. • Ability to manage multiple priorities and deadlines with limited supervision. • Strong initiative, sound judgment, accountability, and follow-through. • Ability to work effectively with staff across different departments and levels of responsibility. • Ability to handle confidential and sensitive information appropriately. Core Competencies The successful candidate should demonstrate: • Strong analytical thinking and problem-solving • High learning agility • Initiative and independent judgment • Excellent organization and attention to detail • Strong digital competence • Professional written and verbal communication • Accountability and reliability • Effective prioritization and follow-through • Ability to work across multiple operational functions • Adaptability and teamwork • Confidentiality and discretion • A proactive and continuous-improvement mindset Safeguarding & Professional Conduct The Operations Assistant is expected to uphold AIS policies and professional standards, including safeguarding, child protection, health and safety, confidentiality, and professional conduct. The position requires appropriate professional boundaries with students and responsible handling of confidential student, staff, parent, financial, IT, procurement, and operational information. Any safeguarding, safety, or security concern must be reported immediately through established school procedures.
Responsibilities
A. Information Technology (IT) • Support the IT function with records, inventories, equipment tracking, user accounts, licenses, subscriptions, warranties, and related documentation. • Track IT requests and outstanding technical matters and coordinate follow-up as required. • Support routine user, account, system, and data-related tasks within the position’s level of authorization and competence. • Assist with the implementation and documentation of digital systems, processes, and workflows. • Support IT-related accreditation, compliance, and evidence requirements. • Provide basic user support and appropriately escalate technical matters to the IT Coordinator. B. Procurement & Logistics • Support the Supply Chain Officer with purchase requests, quotations, purchase orders, deliveries, and procurement documentation. • Maintain and monitor procurement and logistics trackers and approved requests. • Assist with checking received items against relevant documentation and identifying discrepancies. • Support logistical requirements for school operations, projects, activities, and events. • Maintain organized procurement and logistics records for operational, accreditation, audit, and compliance purposes. • Ensure documentation is complete and consistent with established school approval procedures. C. Asset Management • Support the Asset Management Officer with asset registration, tagging, assignment, transfer, return, verification, and disposal records. • Assist with physical inventories and reconciliation against the school’s asset register. • Track asset movements and report discrepancies. • Maintain accurate and organized asset documentation and supporting evidence. • Assist with preparing asset and inventory information required for management, accreditation, audit, and compliance purposes. D. Maintenance & Facilities • Support the Maintenance Supervisor in tracking maintenance requests, work orders, inspections, and outstanding issues. • Be responsible for maintaining complete, accurate, and up-to-date documentation of maintenance and facilities work, including requests, work orders, preventive and corrective maintenance, repairs, inspections, warranties, service records, and completed work. • Work with the Maintenance Supervisor and Director of School Operations to develop, document, review, and improve procedures, checklists, forms, logs, and workflows for maintenance and facilities operations. • Ensure maintenance activities and completed works are properly documented and filed for operational, accreditation, audit, and compliance purposes. • Participate in campus inspections and follow up on identified operational issues. • Escalate urgent, recurring, or safety-related facilities concerns to the Director of School Operations. E. Security & Transportation • Support the Security & Transportation Supervisor with operational coordination relating to security, transportation, vehicles, drivers, routes, schedules, student arrival and dismissal, and related activities. • Be responsible for maintaining complete, accurate, and up-to-date documentation of Security & Transportation activities, including vehicle and driver records, routes, schedules, inspections, incidents, security records, transportation logs, and other required operational documentation. • Work with the Security & Transportation Supervisor and Director of School Operations to develop, document, review, and improve procedures, checklists, forms, logs, and workflows for security and transportation operations. • Maintain documentation relating to emergency procedures, drills, safety and security activities, incidents, and follow-up actions. • Ensure required records and logs are properly completed, organized, filed, and readily available for operational, accreditation, audit, and compliance purposes. • Promptly escalate significant safety, security, transportation, or safeguarding concerns through the appropriate school procedures. F. Reception & Front Office • Support Reception operations, including visitor procedures, records, badges, inquiries, communication, and related documentation. • Provide Reception coverage when operationally required. • Support the development and consistent implementation of Reception procedures, forms, records, and workflows. • Help ensure professional, courteous, and welcoming service to parents, visitors, students, and staff. • Coordinate operational inquiries with the appropriate staff member or department. G. Accreditation, Compliance & Documentation • Support the Director of School Operations with Operations-related accreditation, compliance, inspection, audit, and institutional review requirements. • Coordinate the collection, organization, and maintenance of operational evidence and supporting documentation across all areas of School Operations. • Ensure documentation is current, properly organized, and readily retrievable when required. • Identify missing evidence or documentation gaps and follow up with the responsible staff to address them. • Support preparations for accreditation visits, inspections, audits, and other external reviews. • Assist in documenting the implementation of operational policies, procedures, and improvement initiatives. • Track operational recommendations, corrective actions, and improvement requirements through completion. H. General Operations & Director Support • Provide direct administrative and operational support to the Director of School Operations. • Coordinate and follow up on departmental projects, priorities, deadlines, and assigned actions. • Maintain operational trackers, action plans, schedules, records, and departmental files. • Prepare professional correspondence, reports, presentations, meeting notes, summaries, forms, and other operational materials. • Attend meetings when required, document decisions and action points, and follow up on their implementation. • Conduct research and organize information to support operational planning and decision-making. • Assist in developing and improving department-wide procedures, forms, systems, and workflows. • Identify delays, documentation gaps, recurring issues, inefficiencies, and opportunities for improvement and proactively bring them to the Director’s attention. • Support school-wide operational projects and initiatives as assigned. • Handle confidential and sensitive information with professionalism and discretion. • The Employee agrees to be flexible regarding working hours based on campus operational needs, including shifts, weekends, or holidays, in line with the applicable limits and overtime entitlements under Iraqi Labor Law No. 37 of 2015. • The Employee also agrees to perform additional tasks reasonably related to their role, as assigned by the School from time to time, beyond those specifically listed in this Terms of Reference.
Experience Requirements
• Previous experience in school operations, administration, IT support, procurement and logistics, asset management, facilities, security, transportation, or a related field. • Experience within an international school or educational environment is an advantage. • Experience with accreditation, compliance, audit, quality assurance, or evidence management is preferred. • Experience developing or maintaining organizational procedures, workflows, forms, and documentation. • Experience using school information systems, databases, inventory systems, or other organizational platforms is an advantage.
Opening and Closing
Opens: 2026-09-16 · Closes: 2026-09-23