Admin Officer

  General Directorate of Programs and Design
  Afghanistan Unspecified 443
Date Posted:Nov 13, 2010
Reference:ARTF/ GDPDM /MCP/340/11/10
Closing Date:Nov 25, 2010
Work Type:Unspecified
Number of Vacancies:1
Functional Area:Administrative
Salary Range:Salary is negotiable
Years of Experience:2 Years
Contract Duration:Not specified
Possibility of Contract Extension: false
Contract Type:Short Term
Probation Period:Unspecified
Required Languages:

About General Directorate of Programs and Design:


Job Summary:

The Admin Officer will carry out overall responsibility of admin activities of GDPDM. S/He shall assist in developing and maintaining admin policies and procedures, develop a proper filing system for admin and deal with internal and external communications.

Duties & Responsibilities:

1. Work closely with Administrative Technical Advisor get familiarize with all aspects of Admin functions of the program.
2. Assist in developing and maintaining policy and procedure covering all aspects of administrative functions and ensuring implementation of these policies and procedures.
3. Develop and maintain a proper filing system of all admin related document.
4. Collect and prepare time sheets, leave records and other necessary documents for generation of payrolls, and submit them to the finance department.
5. Arrange identity cards to newly recruited experts and re-new them regularly.
6. Arrange weekly/monthly staff meetings and take the minutes and distribute copies to all concerned staff.
7. Receive, register, distribute and file all outgoing and incoming mails. Brief his or her supervisor on mails requiring urgent action.
8. Prepare travel documents and make necessary arrangements for the unit members as and when required.
9. Assist in developing and maintaining policy and procedures for procurement of regular items e.g. stationery, project materials, furniture, office equipments, etc.
10. Purchase all basic office supplies, stationery, etc, and maintain stock, inventory and financial records for all expendable and non-expendable items.
11. Draft correspondence and reports schedule appointments, etc. as requested.
12. Perform other administrative duties assigned by the supervisor.

Results expected:

1. Proper admin filing system is established.
2. An effective system of purchasing basic office supplies and stationery is developed.
3. A proper inventory system is established and maintained.
4. Internal and external communication is managed effectively.
5. Admin policies and procedures are developed.
6. Staff meetings are regularly arranged and minutes are issued on time.

Reporting obligations:

The Admin Officer shall directly report to the Head of Admin and Finance.

Job Requirement:

– Minimum requirements:

1. Bachelor’s degree in Management and Business Administration.
2. Having 2 years of relevant experience is essential.
3. Have good Communication skills both written and verbal in Dari, Pashto and English languages.
4. Computer skills in MS. Office are required.

– Desirable attributes:

1. Recognized Trainings in admin, procurement and logistics.
2. Demonstrative experience in administration.
3. Experience in Governmental organizations.

Notice of revision:

These terms of reference may be revised subject to operational needs.

Job Location:

This job is expired