Admin/Logistic Officer

Job Summary:

Specific Requirements:

•Having familiarity with admin and logistic activities

•Ability to communicate both verbal and in writing in Pashto, Dari and excellent English Language reading, writing and understanding skills are all required.

•Knowledge and ability of working on MS. Office Package, internet, and other software. Experience and knowledge of IT would be an advantage.

•Ability to work under pressure and in complex environment.

•Having strong multiple tasks prioritizing skills.

Supervisory Responsibilities:

He/She will not have any director supervises but will be working in close collaboration with the logistic assistants and IT assistant.

Working Conditions including Travel and Overtime:

The Admin and Logistic Officer will be based in Kabul and will have rare travels to the provincial offices when needed.

Duties & Responsibilities:

The Admin and Logistic Officer will ensure the smooth running of Admin and Logistic department activities, and will be responsible for the following tasks:

Travel Arrangements:
- Responsible for travel arrangements of the office staff
- Obtaining visa for national staff and expatriates, obtaining work permit for expatriates
- Responsible for hotel reservations and clearance of the payments for hotels
- Purchase of tickets and keeping records of the payments to the travel agencies
- Renting vehicle for trips to the provinces when needed
Procurement:
- Responsible for procurement of goods and services i.e. office equipments, office supplies, food and other non food items
- Take care of electricity consumption of the office buildings and do the payments on time
- Keep record of the office running cost
- Maintains, carries out, and is responsible for local procurement (negotiates costs, orders stationary, inspects delivery etc.), including quotation procedures
- Advises suppliers of defective goods delivered and arranges for necessary follow-ups
- Checks invoice, delivery receipts and other papers and sign them/submit them for payment
- Arranges and co-ordinates the safe transhipment of deliveries to the requesting project
- Informs projects of location and time of delivery
- Files documents with completed transactions
Inventory management:
- Makes inventory of all office equipments, machinery and other non-disposable items
- Keep the inventory list of the office updated all the times
- Report the inventory status to the management on quarterly basis
- Register all new items in the inventory list and submit to the requesting party
- Handover all inventory items from staff who separates from ROP
Liaises with governmental agencies:
- Responsible for all internal and external correspondence
- Keep record of all outgoing and incoming correspondence
Custom Clearance:
- Responsible for clearance of items in the custom
- Responsible for registration and other official procedure of imported items
- Responsible for processing vehicle registration
Management of security guards and office cleaners:
- Make duty schedule for the guards
- Manage leave and other vacations of the guards
- Monitors presence of the guards
Management of contracts and payments of rental vehicles:
- Keep the rental vehicle contracts updated
- Responsible for organizing payments of rental vehicles
- Contracting rental vehicles
- Coordination with rental vehicle owners on payments, vehicle maintenance etc
Filing system and record keeping management:
- Maintain the admin/logistic filing system updated
- Develop new files when needed
- Keep track of all admin documents
Arrangements of meetings/workshops:
- Responsible for arrangement of meetings, taking minutes of meetings
Responsible for arrangement of workshops and any official gatherings

Job Requirement:

Bachelors Degree or High School Certificate with more than four years progressive experience in the field of admin and logistics in lieu of the degree

Three to four years of progressive experience working in the field of admin and logistics with international NGOs, Embassies, and/or UN agencies. Prior working experience with any USAID project is desirable.

Job Location: