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Director of Administration

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About Tetra Tech

USAID's Engineering Support Program (ESP) will ensure the integrity of USAID-Supported infrastructure projects in Afghanistan. While progress has been made in the infrastructure sector, Afghanistan's Infrastructure has not fully recovered from the devastation caused by the years of war. The task of securing gains made over the last fourteen still requires support from the donor community. ESP continues support of USAID's Engineering, Quality Assurance and Logistical Support and Architectural and Engineering Support Program (AESP) by providing the mission with the engineering.

Job Summary

The incumbent serves as the Director of Administration in USAID’s Engineering Support Program (ESP) being implemented by Tetra Tech. In this capacity, he/she has specific administrative and managerial responsibilities including oversight of the HR department. Working under the policy guidance of the Senior Operations Manager, the Director of Administration provides day to day guidance and direction to the Administrative and Operations staff including Facilities, Kitchen and HR staff. In addition, the incumbent works to improve processes and policies and lead long term organizational planning.

Job Details

Date Posted: 05 Feb 2019 Reference: 2019-129
Closing Date: 14 Feb 2019 Work Type: Full Time
Number of Vacancies: 1 Gender: Any
Functional Area: Administrative Open Ended: NO
Nationality: Afghan Salary Range: As per NTA Salary Scale Policy10000.0
Contract Type: Contractor Years of Experience: 10 Year(s)
Contract Duration: 0 Year(s) & 0 Month(s) Extension Possibility: Yes
Probation Period: 3 Months

Duties and Responsibilities

Managing office operations, manages vendor relationships (non-contractual), acts as primary liaison with ESP’s landlord, develops and oversees office standard operating procedures.
Oversees ESP’s human resources requirements; including employee on-boarding, managing and administering employee benefits, maintaining personnel records, and ensuring that personnel policies are up-to-date and are complied with.
Provides administrative guidance to all staff members, technical and non-technical in conjunction with CCN DCOP.
Managing all Administrative Staff: including Facilities, Kitchen and HR Staff.

· Oversees travel coordination including, adherence to Fly America Act, getting quotations from travel agencies, booking local flights, hotel bookings, facilitating pick and drop from the airport.

Assists the Senior Operations Manager with tracking various project expenditures.
Generates and reviews various administrative reports.

II. DUTIES AND RESPONSIBILITIES

A. Office Administration

Create/revise the Utilization, Bi-Weekly and Fingerprint reports to effectively and concisely track and convey staff utilization and labor information.
Evaluate administrative procedures and utilize improvement process methodologies to make administrative processes more efficient. Such processes include travel requests, meeting requests, and expense report submittals.
Be knowledgeable of the rules and regulations governing local laws and company policy and ensure that they are adhered to.
Overseeing procurement of all stationary supplies needed for the Kabul office.
Organize supply stock and control inventory.
Assist with mobilization and demobilization of Expatriate staff and coordinate accommodation requirements prior to arrival in Kabul.
Coordinate ReachBack Meetings with HO.
Updating PLSO IP Security Data-Call list.
Administration of ESP’s Emergency Text Messaging System including addition and deletion of staff, transmission of security alerts, testing the system and contacting Roshan if needed.
Reviewing and Approving LCN TSheets.
Preparing monthly Expat dinner menu selection in consultation with lead cook and expats.
Serve in ESP’s Health and Safety Committee.

B. Oversight of HR Department

Assist HR Department when necessary, especially during fluctuations in staffing.
Facilitate on-boarding and training of staff and monitor recruitment.
Review, disseminate, and ensure compliance with HR policy guidelines and country employee handbooks in tandem with local labor laws; USAID rules and regulations; and Tt policies, values, ethics, procedures, and strategies.
Oversight of administration and management of the leave tracker including leave forms to enhance controls and to ensure the reliability of all leave data.

C. Oversight of Admin/Facilities/Services/IT Expenditures

Oversee the tracking of all administrative expenditures including office supplies and job/procurement announcements.
Oversight of facilities expenditures including food (groceries, frozen meat, fresh meat), water (small and large bottle), facilities maintenance/repairs (plumbing, electrical, UV systems, equipment replacement, etc.), gray water and garbage removal and fuel consumption.
Approving and Receiving Food Supplies.
Oversight of services expenditures including cleaning supplies, uniforms, and medical check-ups.
Oversight of IT expenditures including laptops, cell phones, UPS, keyboards, cables, toner cartridges, plotter paper, and copier maintenance.

Oversight of Inventory

Oversees asset management and the inventory control system including conducting physical count of inventory as required by Tt and USAID’s procedures, rules and regulations.
Performs random spot checks of inventory.

F. Management of Vehicle Fleet

Work with Facilities Manager to track vehicle maintenance and repair costs, fuel consumption, paperwork renewal and location.
Identify vehicle needs as staff levels increase.
Identify other needs/issues and notify Senior Management.

Supervision Received: The Director of Administration reports to the Snr. Operations Manager. The Director of Administration will be in frequent contact with the Snr. Operations Manager but is expected to work independently much of the time.

Exercise of Judgment: The Director of Administration must be able to exercise sound judgment in Administrative and Operation matters. They must be familiar with FAR, DFARS, and AIDAR, as well as the specific contract between USAID and Tetra Tech, Inc.

Authority to Make Commitments: None.

Supervision Exercised: The Director of Administration is directly responsible for the supervision of the Tetra Tech ESP Kabul Administration/Facilities Manager and HR Manager. In addition, the Director of Administration is also responsible for providing guidance and mentoring to Facilities and Kitchen Staff.

Person this position reports to:

Snr. Operations Manager

Person(s) who report to this position:

HR Manager
Administration/ Facilities Manager

Qualifications

Must have Bachelors degree in Human Resource Management, Business Administration., or similar degree.
At least 10 year’s work experience in relevant field, preferably with USAID, international donor-funded projects or NGOs on relevant programs in Afghanistan with 5 years' operations management experience in a managerial role.

Possess high degree of proficiency in both written and spoken English. The ability to translate is desirable.
Mature, dependable, and capable of handling highly sensitive and confidential information.
Fluency in speaking and writing English, Dari and or Pashto.
To have computer knowledge specially office package; Word, Excel, PowerPoint, and Microsoft Outlook.

Job Location

Afghanistan - Kabul
AF AF 12

Education:

Bachelors Degree, Business Administration

Submission Guideline

Interested Afghan National candidates should submit their applications via e-mail, indicating on the SUBJECT line the title and vacancy number of the position applied (Director of Administration -2019-129) to the below address. Please note that applications received after the closing date will not be given consideration. Only short-listed candidates whose applications respond to the above criteria will be contacted for an interview.

Submission Email

GLS.ESP.HR@tetratech.com

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