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Administrative & HR Manager - Re Announce

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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 & HR Manager to supervise and manage the daily support operations of our company and plan the most efficient administrative & HR procedures. The position will lead a team of professionals to complete a range of administrative and human resource duties in different departments. The desired candidate is expected to 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 and effectiveness. 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: 18 Nov 2018 Reference: AM005-10-18
Closing Date: 24 Dec 2018 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: 0 Year(s) & 0 Month(s) Extension Possibility: Yes
Probation Period: 3 Months

Duties and Responsibilities

Administrative Tasks:
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. Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints.
4. Oversee facilities services, maintenance activities and trades persons (e.g electricians).
5. Organize and supervise other office activities (recycling, renovations, event planning etc.).
6. Develop, review and implement administrative policies with the help of departmental heads and AM’s top management, and ensure operations adhere to policies and regulations..
7. Create and revise systems and procedures by analyzing operating practices, record keepings, forms control, office layout, and budgetary requirements.
8. Prepare and implement monthly, quarterly and annual budget for the support division department.
9. Develop and maintain office order register and other needed documents in this regard.
10. Support visa process and documentation for international and national staff, and assist work permit issuance to international staff..
11. Develop health and safety measures, security policy and implement it within Aria Medica premises.
12 Develop inventory management system and maintain inventory levels and manage inventories as per internal policies of Aria Medica.
13. Manage agendas/travel arrangements/appointments etc. of senior management.
14. Facilitate clearance of travel claims generated based on business trips inside and outside the country.
15. Manage the logistics and transportation dept. including vehicles and maintain log books for controlling purposes. And manage expenses in relation to fuel, oil and repair.

Human Resource Tasks:
1. Collaborate with ICI HR Manager, Finance Manager and Aria Medica CEO to ensure that HR systems, including policies and procedures are developed, continuously monitored, updated and are compliant with local laws, in line with ICI and standards.
2. Oversee the hiring process and participates in short listing, interview and selection process.
3. Facilitates the training and monitors the annual performance, appraisal and learning program life cycle for all local and international hires. Assures the employee performance cycles are compiled according to ICI policy.
4. Oversee benefits administration in compliance with the local requirements and ensures that employees are enrolled in all applicable benefit plans with appropriate documentation.
5. Lead new employee orientation program and ensure that all units are informed of new hire start.
6. Initiate, lead and recommend initiatives to improve HR policies and procedures, work environment and culture at the local level.
7. Ensure that personnel files are maintained and appropriately copied including contracts, job descriptions, performance evaluations, compensation details and succession plans.
8. Work with the AM Finance Manager to ensure staff payrolls are accurate and that all staff receives benefits payable to them.
9. Maintain the strictest confidentiality in relation to the work of human resources management including not only personnel records but day to day human resources actions.
10. Maintain historical human resource records by designing a filing and retrieval system; keeping past and current records.
11. Ensure planning, monitoring, and appraisal of AM employee work results by training managers to coach and discipline employees; scheduling management conferences with employees; hearing and resolving employee grievances; counseling employees and supervisors.

SUPERVISORY RESPONSIBILITY
This position manages administration dept. and all employees of the HR department, and responsible for the performance management and hiring of the employees within AM.

COMPETENCIES
Administration & Human Resources Capacity, Ethical Conduct, Leadership, Strategic Thinking, Decision Making and Financial Management.

WORK ENVIRONMENT
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, etc.

OTHER DUTIES
please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Travels to Provinces

Require Travels to Provinces

Skills

1. Proven experience as administrative & Human Resource Management.
2. Excellent active listening, negotiation and presentation skills.
3. Strong interpersonal, presentation, training and communications skills
4. In-depth understanding of office management procedures and departmental and legal policies.
5. Familiarity with financial and management principles.
6. Proficient in MS Office and Excel.
7. An analytical mind with problem-solving skills.
8. Aptitude in decision-making and working with numbers.
9. Strong communication and interpersonal skills.

Qualifications

Administrative & Human Resource management experience (5+ yrs with bachelor & 3+ yrs with Master degree) preferably in for profit organizations, international NGOs and pharmaceutical suppliers.

Education: Bachelor’s of Business Administration, Economic or relevant field - Master’s degree is preferred.
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
AF AF 12

Education:

Bachelors Degree, Management

Submission Guideline

Interested and qualified national candidates are requested to submit their CVs along with cover letters, with the vacancy number & position title as (Administrative & HR Manager- AM005-10-18) 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

hr@ariamedica.com

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