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Administrative Manager

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About Aria Medica

Aria Medica is a subsidiary company of Investone Corps Inc. It is a young company in the pharmaceutical sector ‎of Afghanistan with the vision to contribute to the improvement of health quality by addressing unmet medical ‎needs; in particular, in the underserved areas of the country through investing in the production, importation, ‎and distribution of quality, safe, efficacious and affordable pharmaceutical products.‎

Job Summary

We are looking for an experienced Administrative Manager to supervise and manage the daily support ‎operations of our company and plan the most efficient administrative procedures. The Administrative Manager ‎will lead a team of professionals to complete a range of administrative duties in different departments. The ‎desired candidate has excellent communication and strong organizational skills. The ideal candidate will be ‎well-versed in departmental procedures and policies and will be able to actively set new mechanism in place to ‎increase efficiency. The goal is to ensure all support activities are carried out efficiently to enable other ‎operations and senior management to meet deadlines and their goals as per schedules. ‎

Job Details

Date Posted: 13 Sep 2017 Reference: AM025-09-17‎
Closing Date: 19 Sep 2017 Work Type: Full Time
Number of Vacancies: 1 Gender: Any
Functional Area: Administrative Open Ended: NO
Nationality: Afghan Salary Range: As per company salary scale
Contract Type: Permanent Years of Experience: 5 Year(s)
Contract Duration: 1 Year(s) & 0 Month(s) Extension Possibility: Yes
Probation Period: 3 Months

Duties and Responsibilities

The Administrative Manager will be responsible for undertaking the following tasks and responsibilities in a ‎professional manner:‎

‎1.‎ Plan and coordinate administrative procedures and systems and devise ways to streamline processes.‎
‎2.‎ Ensure the smooth and adequate flow of information within the company to facilitate other business ‎operations.‎
‎3.‎ Manage schedules and deadlines.‎
‎4.‎ Monitor inventory of office supplies and the purchasing of new material with attention to budgetary ‎constraints.‎
‎5.‎ Oversee facilities services, maintenance activities and tradespersons (e.g electricians).‎
‎6.‎ Organize and supervise other office activities (recycling, renovations, event planning etc.).‎
‎7.‎ Ensure operations adhere to policies and regulations.‎
‎8.‎ Keep abreast with all organizational changes and business developments
‎9.‎ Develop, review and implement administrative policies with the help of departmental heads and AM’s ‎top management. ‎
‎10.‎ Create and revise systems and procedures by analyzing operating practices, record keepings, forms ‎control, office layout, and budgetary requirements. ‎
‎11.‎ Prepare and implement monthly, quarterly and annual budget for the administration department. ‎
‎12.‎ Supervise administrative staff and security guards and segregate responsibilities to ensure higher ‎organizational productivity ‎
‎13.‎ Develop and maintain system for managing records with highest degree of effectiveness and safety. ‎
‎14.‎ Develop and maintain office order register and other needed documents in this regard. ‎
‎15.‎ Support visa process and documentation for international staff.‎
‎16.‎ Assist international employees to receive a work permit. ‎
‎17.‎ Develop health and safety measures and implement it within Aria Medica premises. ‎
‎18.‎ Develop inventory management system and maintain inventory levels and manage inventories as per ‎internal policies of Aria Medica. ‎
‎19.‎ Evaluate the process and internal management system of Aria Medica to increase organizational ‎productivity. ‎
‎20.‎ Manage logistics operations of Aria Medica.‎
‎21.‎ Manage travels records and documentation with the help of HR department.‎
‎22.‎ Manage agendas/travel arrangements/appointments etc. of senior management.‎
‎23.‎ Facilitate clearance of travel claims generated based on business trips inside and outside the country.‎
‎24.‎ Manage the transportation department. ‎
‎25.‎ Support HR department in recruitment of competent drivers. ‎
‎26.‎ Support HR in practical test of drivers. ‎
‎27.‎ Ensure all vehicles have registration cards.‎
‎28.‎ Manage vehicles and maintain log books for controlling purposes.‎
‎29.‎ Manage expenses in relation to fuel, oil and repair.‎
‎30.‎ Monitor transportation costs and recommend ways to increase efficiency.‎
‎31.‎ Keep all the vehicle fit, proper and ready to drive.‎
‎32.‎ Develop and implement security policy.‎
‎33.‎ Support in recruitment of fit and proper security guards.‎
‎34.‎ Review the performance of security guards. ‎
‎35.‎ Assist the security personnel in medical checkup.‎
‎36.‎ Manage guards and their attendance.‎
‎37.‎ Any other related activity assigned by Aria Medica’s senior management.‎

Travels to Provinces

Require Travels to Provinces

Skills

‎1.‎ Proven experience as administration manager.‎
‎2.‎ In-depth understanding of office management procedures and departmental and legal policies.‎
‎3.‎ Familiarity with financial and facilities management principles.‎
‎4.‎ Proficient in MS Office and Excel.‎
‎5.‎ An analytical mind with problem-solving skills.‎
‎6.‎ Excellent organizational and multitasking abilities.‎
‎7.‎ A team player with leadership skills.‎
‎8.‎ Aptitude in decision-making and working with numbers.‎
‎9.‎ Strong communication and interpersonal skills.‎

Qualifications

Experience: 5+ years administrative experience, preferably in for profit organizations, international NGOs and ‎pharmaceutical suppliers.‎
Education: Bachelor’s degree of Business Administration, Economic, BSc. - Master’s degree is prefered. ‎
Computer Skills- Advanced skills in using word processing, spreadsheet (MS Excel) are required.‎
Languages: Good communication skill in English, Dari /Pashto.‎

Job Location

Afghanistan - Kabul: PROVINCIAL CENTER (KABUL)

Education:

Bachelors Degree, Business Administration

Submission Guideline

Interested and qualified national candidates are requested to submit their CVs along with cover letters, with ‎the vacancy number and position title as (Administrative Manager-AM025-09-17) on the subject line ‎electronically to below mentioned email address. Applications received after the closing date will not be ‎considered.‎
Aria Medica is an equal opportunity employer. All ethnic groups and both genders are urged to apply.‎

Submission Email

career@ariamedica.com

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