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Senior Administration Officer

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About IFRC

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world's largest humanitarian organization, with 189 member National Societies. As part of the International Red Cross and Red Crescent Movement, our work is guided by seven fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity and universality. The Strategy 2020 directs the work of IFRC to save lives and change minds.

The Country Office in Afghanistan supports Afghan Red Crescent Society to work with people no else can reach. IFRC team in Afghanistan is formed by circa 100 staff and its operational plans is of circa USD 8 million.

Job Summary

The Senior Administration Officer is a pivotal member of the administration team. S/he deputizes the Administration Manager during his absence. And, in particular, s/he undertakes a variety of projects to deliver solutions and realize benefits, and, to improve business processes.

S/he works towards the efficient and effective management of some of the (internal) services to support, assist and service circa 75 staff, consultants and guests in running operations and managing projects, across the country.

S/he creates value through: delivering effective and efficient services to meet the needs, expectations and requirements of (internal) customers and users; and continually improving (service) processes and reflecting them in procedures and management policies.

S/he develops and manage (critical) services in such a way that they are unaffected by disruptions, emergencies, crisis, disasters or incidents, or, that they recover or are restored immediately if they fail for some reason.
Job purpose
1. The post holder develops, manages and delivers (i) visa and travel, (ii) housing and accommodation, (iii) cleaning, maintenance and operation services, maximizing the quality and minimizing costs, to provide safe, effective and efficient solutions to staff, consultants and guests so that they can focus on their (primary) duties and responsibilities. S/he is responsible for the business continuity of the services and solutions under his/her responsibility, and, for safety of subordinates, premises and equipment. S/he deputizes the Administration Manager during his absence.

Job Details

Date Posted: 14 Nov 2017 Reference: N/A
Closing Date: 30 Nov 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: Long-term Years of Experience: 5 Year(s)
Contract Duration: 1 Year(s) & 0 Month(s) Extension Possibility: Yes
Probation Period: 3 Months

Duties and Responsibilities

Services and solutions

be responsible for, i.e. be in charge of:

1. cleaning services offices, residences and warehouses;
2. housing and accommodation conducive to healthy lifestyles, and self-care for physical, mental, and social well-being;
3. maintenance and repair including preventive, corrective and predictive practices;
4. operations services providing supplies and equipment; furniture, appliances and accessories; heating, ventilation and air conditioning; and, water and power;
5. safety of offices, residences and warehouses, and, of supplies and equipment, furniture, appliances and accessories.
6. travel services providing solutions which are safe, secure and efficient;
7. visa and passport services, obtaining travel and residence visas, and, new and renewed passports on time.

Business continuity of the services and solutions

1. develop and design (resilience) services and solutions that are unaffected by disruptions, emergencies, crisis, disasters or incidents;
2. recover and restore services and solutions immediately, if they fail for some reason;
3. develop, maintain, implement and manage preparedness, readiness and contingency plans for the services and solutions
4. assist and support emergency deployments including Field Assessment and Coordination Team (FACT), Regional Disaster Response Team (RDRT) and Emergency Response Unit (ERU) members

Service management and solution delivery

1. execute, implement and deliver effective, efficient and consistent solutions
2. develop, manage and deliver effective, efficient and consistent services
3. coordinate and manage outsourced contracted services including water and power
4. develop, maintain and update a scorecard and report on key performance indicators

Quality control and benefits realization

1. check services and solutions on efficacy for meeting (and adapting to) the needs, requirements and expectations of staff, consultants and guests
2. check services and solutions on efficiency for avoiding wasting supplies, money and time
3. check services and solutions on consistency and compliance with procedures, management policies and processes
4. respond to and resolve complaints, monitor, track and report user and customer satisfaction
5. develop, implement and improve management policies, processes and procedures

Projects, plans, budgets and expenses

1. develop and manage plans and budgets for the services and solutions under responsibility
2. develop and implement maintenance and readiness plans for buildings and equipment
3. develop and manage projects to deliver solutions and realize benefits, and, improve operations
4. forecast cash flow for the services, solutions and operations within administration function
5. monitor, track and report expenditures within administration function
People and team management

1. be responsible for the safety of personnel and workers under management or supervision
2. supervise, manage and direct team members to deliver services and provide solutions timely
3. act as the escalation point from team members to address issues and keep services on track

Compliance and documentation

1. be responsible and accountable for stocks, and, develop and maintain and inventory of assets, furniture, equipment and appliances
2. lead compliance with management policies, processes and procedures
3. check, validate and sign off on forms, formularies, requests, receipts and documents
4. file according to the IFRC standard filling system

Relationships, expertise and professional development

1. establish and maintain effective professional working relationships with national and international staff in country, regional and global offices, and, with counterparts in the International Committee of the Red Cross and government offices
2. actively represent IFRC in matters related to the services under his or her responsibility
3. maintain a high degree of skill and knowledge, and be an expert and a person of reference for the services and solutions under her or his responsibility

Skills

Fluently spoken and written English
Fluent in Dari and Pashto
Good command of another IFRC official language (French, Spanish or Arabic)

Core competencies: Communications, Collaboration & Teamwork, Judgement & Decision, National Society & Customer Relations, Creativity & Innovation, Building Trust.
Managerial competencies: Managing Performance, Managing Staff Development
Functional competencies: Strategic Orientation, Building Alliances, Leadership, Empowering Others
Values: Respect for Diversity, Integrity, Professionalism, Accountability

Qualifications

University undergraduate degree in administration or engineering
Master degree in administration or engineering

Experience
5 years of experience in management including managing people
5 years of experience in a similar role
3 years of experience in project management
3 years of experience in supervising maintenance, repair and overhaul
3 years of experience in facility, building or property management
3 years of experience in supervising low-skilled workers
3 years of experience in visa, travel and ticketing arrangements
2 years of experience in hotel and lodging management
2 years of experience in emergencies, disaster, crisis and incidents management
2 years of experience with business processes optimization
2 years of experience in compliance and documentation

Job Location

Afghanistan - Kabul

Education:

Bachelors Degree, Business Administration

Submission Guideline

Submission Guideline: Applications should be submitted online following below link:

http://www.ifrc.org/en/who-we-are/working-with-us/current-vacancies/job-description/?id=4844

IFRC is an equal opportunity organization, female candidates are highly encouraged to apply

Submission Email

http://www.ifrc.org/en/who-we-are/working-with-us/current-vacancies/job-description/?id=4844

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