Admin Officer

About OXUS Afghanistan

Job Summary

Based in the Mazar-e-sharif Branch. she will be reporting to the Branch Manager and Human Resources Department.

Duties & Responsibilities

1)Recruitment:
a)Analyse resumes and cover letters and short-lists applications when requested;
b)Initiate interviews and conducts them with the management and the relevant technical staff;
c)Assess the candidate’s performance and gives his opinion on the person to be recruited;

2)Human Resources Management:
a)Control the monthly vacations, sick leaves, and special event leaves, etc;
b)Control the monthly Titanic (Payroll) reports, leave balances and food allowances;
c)Create and update all data concerning national staff in the HR Management software;

3)Administrative follow-up:
a)Supervise the maintenance of the HR filing system;
b)Perform other administrative duties when requested;
c)Perform translations from English to Dari and Dari to English;
d)Provide assistance to office management operation;
e)Booking and preparing meeting rooms and arranging appointment;
f)Filing documents appropriately;
g)Ensuring travel arrangements are booked accurately and in good time;
h)Maintaining and updating of directories;
i)Centralizes all legal contracts regarding premises or car rentals;
j)Performs other administrative duties when requested;

3)IT management:
a)Install and maintain the loan tracking software and the financial software used in the company;
b)Ensure that the security of the branch’s data is protected through weekly and monthly backups of all loan tracking and financial software information;
c)Ensure that OXUS IT Policy is implemented in the branch;
d)Maintain the network and E-mail connections;
e)Take the responsibility of all IT setups in the branch;

4)Manage the loan tracking software
a)Follow up the use of the software; make sure users enter data on a daily basis.

5)Purchasing:
a)Purchase and provide all office needed materials;
b)Administrative follow up of items to be purchased by direct link with requester and Finance Dept;
c)Make sure specifications of the items in request forms are clear;
d)Make sure the budget line and the funding line attached with each item is correct and still funded;
e)Get 3 quotations from the market respecting the specifications of the request and purchase procedure, and chose the best offer according to price and quality;
f)Fill in the request for quotation and attach the 3 quotations to the purchase form;
g)Receive the order form and make sure order is copied and given an order number;
h)The purchase manager is responsible for the all follow up of its purchases, from the order form to the delivery of the item he purchases;
i)Manage the procurement for the branch;
j)Prepare Fuel Contracts with suppliers;
k)Give fuel slips when needed;
l)Manage and control booking of cars;
m)Fixed assets registration;

Job Requirements

a)University Degree (any country) in Business, Management, BIT;
b)Minimum two (2) years working experience,
c)Strong computer skills including Word, Excel;
d)Excellent communication and writing skills;
e)Strong organizational and interpersonal skills;
f)Able to work independently and in a group, willing to take initiative, and energetic;
g)Fluent in English and Dari

Submission Guideline

Interested and qualified national Afghan candidates can send a form at the following E-mail ID: job.afghanistan@oxusnetwork.org or mazar.branchmanager@oxusnetwork.org
Please submit complete applications including:
1. Current CV, including two reference persons' contact information
2. Letter of application stating the candidate’s motivation, interest and suitability
3. Write clearly in the subject of your e-mail: Application for the post of MF 001 - Admin Officer.
4. Submission without proper subject will be discarded from the process.
5. Incomplete applications or applications received after the closing date (31 August 2010) will not be given consideration.

Please note that only applications that are short-listed will be contacted.
The vacancy announcement is open only for Afghan(s) national applicants.

Functional Area

Human Resources

Countries

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