|Date Posted:||Feb 9, 2011|
|Closing Date:||Feb 19, 2011|
|Number of Vacancies:||1|
|Salary Range:||As per NTA salary scale policyUSD|
|Years of Experience:||2 Years|
|Contract Duration:||Not specified|
|Possibility of Contract Extension:||No|
|Probation Period:||1 month|
The incumbent will have strong organizational skills; ability to interact effectively with international and national personnel of all sectors. He/she will have excellent communication and translation skills, both verbally and in written and will be a strong team player. A demonstrated ability to multi-task and process information into action is compulsory. The successful candidate will be focused on team-building and capacity-building of national staff; be a strategic thinker, have strong program support skills and maintain a sense of humor
Duties & Responsibilities:
â€¢ Responsible for the smooth running of the following office functions: Reception of visitors, photocopies and mail services, translation services.
â€¢ Prepare and implement guidelines for the operation of programme support functions; in particular the functions of IT, Human Resources, reception, photocopies and mail services, travel, translation services, oversight of property management, supervision of cook and cleaners, and office maintenance.
â€¢ Prepare duty roster for the cooks and guards; day to day supervision of property management including guards, cook and cleaners and office maintenance. Assure that the office and compound are clean and maintained at a routine schedule.
â€¢ Maintain and monitor the attendance book; alert supervisors to poor attendance records of relevant staff.
â€¢ Responsible for maintaining the supply of all admin forms and making them available for Kunduz staff; maintaining a central filing system.
â€¢ Responsible for maintaining all administrative notice boards â€“ keeping them updated, clean and neat in appearance.
â€¢ Attend the NGOs or Governor Coordination meetings as agreed up on.
â€¢ Responsible for maintaining contact sheet for (MC Kunduz) â€“ assuring all contact details are updated and distributed to MC staff and other MC offices.
â€¢ Responsible for facilitating visas and other legal documentation for Mercy Corps staff.
â€¢ Maintaining personnel files for all (MC Kunduz) staff and assure that leave records of all staff are properly maintained and updated.
â€¢ Responsible for preparing ID cards for all staff.
â€¢ Collect the monthly timesheets and, send them to Kabul for payroll process.
â€¢ With Logistics and Finance, process payments for all service contractors.
â€¢ Responsible for maintaining copies of personnel files for all staff â€“ including recruitment documents, CVs, contracts, PAFs, time sheets, employee data sheets, disciplinary papers and performance evaluations.
â€¢ Assure that recruitment of national staff adheres to the Mercy Corps regulations.
â€¢ Assure that salaries and benefits correspond to Mercy Corps salary scales and standing protocols:
â€¢ Assure that Afghanistan personnel policies strictly adhere to Afghanistan labour law as applicable. They includes payment of appropriate taxes, benefits etc.
â€¢ Maintain up-to-date staffing lists by program and department.
â€¢ Assure that employee performance evaluations are completed as scheduled.
â€¢ Assure that all national staff have an up-to-date and relevant job description.
â€¢ Maintain annual holiday schedule including determination of exact holidays in advance of the holiday (as possible) and inform all staff.
â€¢ Coordinate with Project Coordinator coverage for office operations during leave of key national staff.
â€¢ Oversee the monthly procedure of time sheets for all staff including collection and review. Train new staff in time sheet procedure.
â€¢ Maintain national staff I.D. cards.
â€¢ Responsible for the orientation of all new national staff on Mercy Corps Afghanistan systems, policies and procedures.
â€¢ Assure all new staff receive copies of the Afghanistan National Staff Policy Handbook and are alerted to benefits. Continue with support and advice on policies as required.
â€¢ Advise national staff on disciplinary procedures.
â€¢ Advise national staff on raise policies and procedures.
â€¢ Assist Head of Office in conducting or arranging for trainings and/or other human resource development activities.
â€¢ Orient newly-hired employees on Performance Management System and Individual Operating Plan.
â€¢ Oversee the clearance of terminated employees as per MC Afghanistan policies and procedures.
â€¢ Participate in disciplinary, hiring and termination meetings with program staff upon request.
â€¢ Maintain confidentiality of all national staff personnel issues including disciplinary procedures, contracts and pay rates.
â€¢ Identify weaknesses in current HR systems, advise supervisor on outstanding issues and assist in designing and implementing as required.
Must have a bachelorâ€™s degree (Bsc/BA) in the relevant field, Minimum 2 years experience with office administration preferably with an international organization. Must be an independent thinker and have strong organizational skills; demonstrated experience scheduling and managing staff from multiple departments, Report writing; ability to make recommendations for improvement; Strong demonstrable computer skills, filing, and organizational skills, excellent spoken and written English; willingness to travel throughout the project areas through out Afghanistan