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Admin Officer

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About Afghanaid

Afghanaid is a British-registered international NGO, which has worked in Afghanistan for over 30 years. We assist community-driven processes that address the rights and fundamental needs of people in some of the most remote areas of Afghanistan, providing basic services, supporting development of rural livelihoods and responding to humanitarian emergencies. We are headquartered in Kabul, and operate 20 provincial and district offices across Badakhshan (north-eastern region), Samangan (northern region) and Ghor (western region), as well as a Marketing and Fundraising office in London. We employ around 160 personnel, 97% of whom are Afghans.

Job Summary

Admin Officer is responsible to provide day to day administration and logistic support to the project team and provide support to Finance & Operations Manager in performing administration tasks.

Job Details

Date Posted: 09 Jul 2017 Reference: VA-2017-43
Closing Date: 23 Jul 2017 Work Type: Full Time
Number of Vacancies: 2 Gender: Any
Functional Area: Administrative Open Ended: NO
Nationality: Salary Range: As per company salary scale
Contract Type: Fixed-term Years of Experience: 2 Year(s)
Contract Duration: 0 Year(s) & 12 Month(s) Extension Possibility: No
Probation Period: 3 Months

Duties and Responsibilities

a. To prepare administration, financial, procurement and HR documents required to ensure smooth implementation of the project, e.g. supply requisition forms, comparative statements, payment vouchers, casual workers contracts etc.
b. To support procurement process of items required for the implementation of the activities including maintaining purchasing documentation, participate in purchasing committees, collecting quotations, checking the quality of the equipment and materials etc.
c. To look after arrangement of meetings, workshops, and conferences of the related office
d. To look after arrangement of personnel, vehicles, keys of the gates of the office, staff house, guest house, correspondence, and other files and keeping them proper and update manually and computerized
e. To maintain of copier and generator in regional office
f. To control the recording and updating inventory of the fixed assets of the offices, Guesthouses and in the field offices
g. To look after providing, distributing and keeping proper balance and update of office stationary
h. To ensure all legal obligation of Offices and guest house (lease agreement, maintenance contracts) are fulfilled and renewed in a timely manner
i. To ensure that all utility bills (electricity, water, telephones and etc) are paid on time.
j. To ensure a healthy and safe working environment is provided to all staff.
k. To ensure the reception function of District Offices meet the highest standard
l. Ensure high standards of sanitation in the offices and houses
m. To ensure a healthy and proper food and tea are served to staff
n. Maintain staff attendance and leave register.
o. Maintain stores and stock records.
p. Coordinate the compilation of all district level reports, ensuring that the reports are received by the provincial office in a timely manner.
q. Perform any other related duties as required.

Qualifications

Education/ Training
Diploma or Bachelor degree in business administration and/or in relevant field
Work Experience
At least two years of experience in similar capacity with government or NGOs.

Professional Skills, Competencies, Values and Attitudes
Afghanaid seeks a responsible and dependable person with strong initiative, judgment and adaptability as well as excellent skills in communication, organisational, interpersonal relations, decision-making, financial management and reporting.
Specifically, the holder of this position should also demonstrate the following:

Essential
a. Ability to deal with difficult, often challenging work situations.
b. Behavioural role model for peers and fellow team members.
c. Competent to work with significant levels of autonomy and able to meet tight deadlines.
d. A results-oriented approach to delivering work priorities in personal workload,
e. Creative and innovative in conceptual and analytical thinking
f. Sensitivity to gender issues.
g. Personal integrity, sense of humour, intuitive and self-motivation
h. Knowledge of personal strengths and weaknesses, active listener
i. Strong communication, analytical and report writing skills with fluency in spoken and written Dari, Pashto and English
j. Good knowledge and experience of Microsoft Office including spreadsheets, PowerPoint, and word processing

Values and attitude
• A clear and firm commitment to human rights, equality, role and empowerment of women, minorities and persons with disabilities.
• Competent to take initiatives, work with significant levels of autonomy and able to meet tight deadlines
• Committed and honest in his/her work
• Detail oriented person
• Responsible, flexible, adaptable, ability to multitask

Job Location

Afghanistan - Logar
Afghanistan - Nangarhar: Jalalabad

Education:

Bachelors Degree, Business Administration

Submission Guideline

Please email a covering letter of application and your CV including the job title and your name in the subject line by July 23rd, 2017. Your covering letter should be no more than one standard A4 pages in length and explain how you meet the position requirements and why you feel you would be a suitable candidate for this role. Your CV should be no more than 4 pages and include 3 professional references including your current employer. The precision and style with which you present yourself in your covering letter and CV will be given significant weight in short listing candidates.

Submission Email

vacancies@afghanaid.org.uk

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