Administrative Specialist

The Administrative Specialist provides administrative and analytical support to the Amentum Food Services Department under the BLiSS contract at the U.S. Embassy, Baghdad, and its associated sites. The position supports daily operations, documentation control, compliance tracking, and coordination of personnel and logistics. This role demands high professionalism, confidentiality, data accuracy, and the flexibility for temporary assignment across multiple Embassy locations as required by the program. This position reports to the Food Operations Manager. The duties and responsibilities listed below are representative of the nature and level of work assigned and are not necessarily all inclusive.

Duties:

Administrative & Operational Support

· Serve as the central point of contact for correspondence, scheduling, documentation, and recordkeeping for the Food Services Department.

·       Prepare and maintain daily, weekly, and monthly reports, including headcounts, ration summaries, and dining service metrics.

·       Track employee attendance, time sheets, leave, and training compliance records.

·       Draft, review, format internal communications, purchase requests, and meeting minutes for management approval.

·       Support procurement and inventory coordination with Subcontracts, Logistics, QA/QC, Site Access, Operations and Finance departments.

·       Serve as the secondary point-of-contact and the primary backup support for meal card operations.

Data & Reporting

·       Utilize Microsoft Power BI and Excel to collect, organize, and visualize key performance indicators (KPIs) such as meal counts, supply levels, labor utilization, and others as required by the program.

·       Maintain interactive dashboards for operational metrics, audit readiness, and food safety compliance (HACCP, ISO 22000, ServSafe).

·       Assist in compiling data-driven performance summaries for internal management and Department of State reporting requirements.

Compliance & HR Coordination

·       Maintain personnel files and ensure completion of mandatory Embassy training (CTIPs, HACCP, safety).

·       Support compliance with Iraqi labor laws, Amentum internal policies, and contract requirements.

·       Assist with onboarding, access control, on-the-job training records, SOP requirements and administrative documentation for new hires and subcontractor staff.

Customer Service & Communication

·       Serve as liaison between the Food Services Department, Embassy representatives, and internal departments.

·       Support the coordination of catering requests, morale events, and special dining functions, and others as required by the program.

·       Ensure timely communication and professionalism in all internal and external correspondence.

Mobility & Flexibility

·       Must be willing and able to travel and work between multiple Embassy sites including Baghdad Embassy Compound (BEC), Baghdad Diplomatic Support Center (BDSC), and Union III as required by program needs.

·       Perform additional duties as assigned.

Qualifications:

Education & Experience

·       Associate degree required: Bachelor's degree.

·       Minimum of 3 years' administrative experience, preferably in a food service, hospitality, or government contracting environment.

·       Previous experience supporting U.S. Government or Department of State contracts preferred.

Technical Skills

·       Proficient in Microsoft Power BI, Excel, Word, and Outlook.

·       Strong analytical and reporting abilities with demonstrated experience creating dashboards and visual reports.

Language & Communication

·       English Language Level 3 – Able to read, write, and communicate clearly in a professional environment.

·       Arabic – Fluent (spoken and written).

·       Working knowledge of Iraqi labor laws and administrative practices preferred.

Other Requirements

·       Must be able to obtain and maintain U.S. Embassy access and security clearance.

·       Must demonstrate discretion with sensitive information and data.

·       Ability to work flexible hours, including weekends and holidays, to support mission requirements.

·       Demonstrated ability to work effectively in a multicultural environment.

·       Favorable passage of a drug screen and physical examination.

·       Valid driver's license from Home of Record

Core Attributes:

·       Professionalism: Maintains confidentiality, accuracy, and correctness at all times.

·       Teamwork: Works cooperatively with Food Services, Subcontracts, QC, Logistics, and Procurement teams.

·       Adaptability: Operates efficiently in a dynamic, high-tempo environment with shifting priorities.

·       Accountability: Demonstrates initiative, responsibility, and strong follow-through.

Amentum is proud to be an Equal Opportunity Employer. Our hiring practices provide equal opportunity for employment without regard to race, sex, sexual orientation, pregnancy (including pregnancy, childbirth, breastfeeding, or medical conditions related to pregnancy, childbirth, or breastfeeding), age, ancestry, United States military or veteran status, color, religion, creed,  marital or domestic partner status, medical condition, genetic information, national origin, citizenship status, low-income status, or mental or physical disability so long as the essential functions of the job can be performed with or without reasonable accommodation, or any other protected category under federal, state, or local law. Learn more about your rights under Federal laws and supplemental language at Labor Laws Posters.