Admin Officer

Job Summary:

The successful applicant will work under the direct supervision of the Project Manager/Office Manager and will perform the following functions:
Summary of Key Functions:
• Administration and implementation of Administration strategies and policies;
• Provision of Logistic and Administrative services;
• Managing the Transport Services;
• Provide travel related services to the project
• Facilitation of knowledge building and knowledge sharing.

Duties & Responsibilities:

The successful applicant will work under the direct supervision of the Project Manager/Office Manager and will perform the following functions:
Summary of Key Functions:
• Administration and implementation of Administration strategies and policies;
• Provision of Logistic and Administrative services;
• Managing the Transport Services;
• Provide travel related services to the project
• Facilitation of knowledge building and knowledge sharing.

1. Ensures administration and implementation of Administration strategies and policies focusing on achievement of the following results:

• Full compliance of records and reports with MBAW and Budget Department rules, regulations, policies, procedures and strategies; effective implementation of the internal control framework;
• Provision of information to the management and staff on strategies, rules and regulations.
• Prepare and maintain the overall monitoring system to oversee: maintenance of all MBAW Office services-provider contracts, asset warrantees;
• Assist with planning and updating of Procurement and other project Work Plans;
• Assist with supervision of project drivers, administration of vehicle log books and fuel logs, generator and vehicle services;
• When required under the guidance of project managers assist in preparation of project progress reports, project board minutes, quarterly and annual / financial information against set targets and indicators, with an analysis of evidence of progress towards planned outputs according to schedules, budgets, and inputs provided by the project.
• Ensure the cleanness of office compound and monitoring the work of Office Cleaners.

2. Provides Logistic support to the MBAW project, focusing on achievement of the following results:

• Assist with administrative preparations and services provided to MBAW Project Boards. Implementation of the internal control system which ensures that Purchase Orders (PO) are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
• Follow up logistic issue of a project and ensure all the logistic works are done on the exact time.
• Receiving of requested equipment and items from UNDP procurement unit and or relevant vendors/suppliers.
• Presentation of administration status reports to the operations Manager and project Managers;
• Creation of vendors and timely follow up with the procurement and finance unit.
• Orientation of new staff and provision of necessary equipments such as computer, desk, phone, ID, email account, bank account etc;

3. Managing the Transport Services focusing on achievement of the following results:

• Monitoring the vehicles repairing history record and timely verification of the log books;
• Provision of shuttle service schedule on weekly basis and share it with the Administration Manager. Assist the Transport Dispatcher/Administrative Assistant in Arrangement of weekend drivers and circulation of email to all staff members;
• Monitoring the Office Cleaners and drivers overtime, monitoring of fuel usage record and keep close contact with fuel supplier;
• Keeping close contact with the repairing workshop for the vehicle maintenance when required;

4. Provide travel related services to the project
• Provides travel related services to employees of MBAW project, mission and to all its official visitors.
• Prepares correspondence and reports concerning travel matters and travel authorization for all types of travel.
• Types documentation and other paperwork and perform necessary filing and record keeping related to all travel documents.
• Maintain contacts with travel agents, airlines, to facilitate obtaining travel reservations and tickets on short notice. Makes hotel reservations and, meet and greet arrangements.
• Facilitates airport runs and performs travel expeditor functions on a need basis.


5. Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:
• Organization of trainings for the operations/ projects staff on operational, Administrative and Procurement issues;
• Synthesis of lessons learnt and best practices in logistic, Administrative and Procurement;
• Sound contributions to knowledge networks and communities of practice.



Other Tasks:
• Any other tasks and responsibilities as required for the implementation of the project and requested by Project Manager.

Reporting Relationship:
• Reports to the MBAW Project Manager;


Impact of Results:
The key results have an impact on the capacity of the Budget Department of the MoF and line ministries to effectively formulate and execute the National Budget according to the ANDS priorities at the national and sub national level



Competencies:
Corporate Competencies:
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Treats all people fairly without favoritism.
Functional Competencies:
Knowledge Management and Learning
• Shares knowledge and experience and contributes to MBAW Practice Areas and actively works towards continuing personal learning and development;
• Ability to provide top quality policy advice services on economic issues;
• In-depth practical knowledge of inter-disciplinary development issues.
Development and Operational Effectiveness
• Ability to lead strategic planning, results-based management and reporting;
• Capacity to adapt policies, approaches and models to meet emerging needs;
• Ability to lead formulation and evaluation of development programmes and projects;
• Ability to apply economic theory to the specific country context, carry out high-quality economic research.
Management and Leadership
• Focuses on impact and result for the client and responds positively to critical feedback;
• Encourages risk-taking in the pursuit of creativity and innovation;
• Leads teams effectively and shows conflict resolution skills;
• Consistently approaches work with energy and a positive, constructive attitude;
• Demonstrates strong oral and written communication skills;
• Builds strong relationships with clients and external actors.

Job Requirement:

Education:
• Master’s or Bachelor’s Degree in Administration and Management or other relevant field.
Experience:
• With Master degree 3 to 5 years of professional experience and with Bachelor Degree 5-7 Experience in administration, programme management, finance, advisory services, coaching and mentoring; demonstrated capacity on and substantial experience with capacity building and/or organizational reform respectively;
• Substantial knowledge of and working experiences in the field of National Budget development ,aid coordination would be an asset;
• Strong analytical, conceptual and information management skills and strategic thinking.
• Demonstrated skills in motivating, coaching, and managing teams, managing conflict, stress, and working as a mediator to resolve problems;
• Sound judgment, flexibility and cultural sensitivity;
• Project management experience with the UN system is a strong asset.
Language Requirements:
• Excellent written and oral communication skills in English, knowledge of national languages Dari and Pashtu.

Job Location: