|Date Posted:||Aug 14, 2010|
|Closing Date:||Aug 24, 2010|
|Number of Vacancies:||1|
|Functional Area:||Human Resources|
|Salary Range:||Salary is negotiableUSD|
|Years of Experience:||Fresh|
|Contract Duration:||Not specified|
|Probation Period:||1 month|
The incumbent of this position is responsible for the supervision of the admin section including the office maintenance and general service section, rent of facilities for office, staff house and rent of expatriate house, office maintenance, provision of utilities, procurement of services and goods, and to supervise and manage implementation of additional projects such as building offices, having patricians.
Duties & Responsibilities:
1. Supervision of the General Services Section.
ïƒ˜ The incumbent of the position is responsible to supervise the admin officers.
ïƒ˜ Provide coaching, mentoring and necessary training to perform their duties efficiently.
ïƒ˜ Coordinate with the missionâ€™s training department and other training institutes and provide access of the employees to the job related training
ïƒ˜ Conduct midterm and annual performance appraisals of the general service section and provide necessary meaning full feedback to his subordinates.
ïƒ˜ Delegate duties to the concerned staff and ensure the capacity building of its department.
ïƒ˜ Be gender sensitive and implement CAREâ€™s core values in the daily operation.
2. Ensure to have adequate and standard facilities and ensure that facilities satisfy CAREâ€™s requirements for work and residential purpose
ïƒ˜ Admin Supervisor is responsible to ensure maintenance of the office facility.
ïƒ˜ Ensure that all the facilities have utilities (electricity, water, gas, heating facility) etc.
ïƒ˜ Conduct special projects such as office renovations, houses rents and maintenance etc.
ïƒ˜ Negotiate rent contracts for rent of office facilities, staff houses and expatriate houses
3. Ensure security of CAREâ€™s property and personnel
ïƒ˜ Ensure that the security policy is in place and security personal is satisfactory conducting their duties.
ïƒ˜ Ensure that security guards are equipped with necessary communication equipment and develop and implement a plan to monitor and ensure that guards are on duty.
ïƒ˜ Equip all security guards with metal detectors and ensure that visitors are pass security check at the gate.
ïƒ˜ Ensure that all fleets pass through security check before they enter the office compound.
ïƒ˜ Implement registers recording names of all the visitors coming to CAREâ€™s office
ïƒ˜ Ensure safety and security equipment such smoke detectors, Carbon oxide detectors are installed in various parts of facilities, staff house and expatriate houses and make sure that sufficient fire extinguishers are available at all facilities.
ïƒ˜ Coordinate with communication department and transport about radio and phone communication channels during security alert and emergencies.
4. Ensure a clean and work friendly office environment
ïƒ˜ Deploy sufficient office cleaners and ensure that office environment is clean
ïƒ˜ Ensure that the waste materials be removed from the office compound immediately and take it away to a remote area.
ïƒ˜ Ensure that all bathrooms and toilets are functional and have sufficient toiletries.
5 Prepare budget for the administration department. Manage/control administrative lime budget.
ïƒ˜ Monitor the approved budget closely and ensure compliance to the approved budget and review monthly EAR.
ïƒ˜ Ensure that donorâ€™s requirements are considered at all stages of a budget including preparation and implementation.
6 Ensure accuracy of staff attendance report and the PAR should be submitted on time
ïƒ˜ Ensure submitting of staff attendance report to HR/finance department on time
ïƒ˜ Ensure collecting of staff PAR and submitting to payroll accountant on time.
ïƒ˜ Ensure payment of staff salary on time
ïƒ˜ Contact finance/ payroll accountant in case of diffidence in FIRUP staff salary.
ïƒ˜ Ensure collecting copy of staff contract
ïƒ˜ Ensure recording and reconciling of staff leave balance
7 Ensure effective correspondence system available
ïƒ˜ Ensure that effective communication system is available
ïƒ˜ Ensure that effective filling system is in place
ïƒ˜ Ensure all correspondence channels from administration department
ïƒ˜ Ensure a copy of send letters is available in the administration department
ïƒ˜ Ensure a proper chorological file system is available for easy access to documents
ïƒ˜ Ensure a register for incoming and out going letter is available
ïƒ˜ Ensure a register for purchase request is available and a copy of each batch of PR is filed.
ïƒ˜ Drafting confidential letters and minutes of senior staff meetings.
ïƒ˜ Manage proper processing of contract/agreements of facilities/goods.
8 Ensure effective inventory control system is in place
ïƒ˜ Ensure that, the inventory control system is place
ïƒ˜ Ensure updating FF and E on monthly base and communicated to community section
ïƒ˜ Ensure standard formats are used for incoming and outgoing of goods from store/warehouse
ïƒ˜ Make sure safeguard and security of Equipment and stock.
ïƒ˜ Ensure security and safety of store and warehouse
9 Ensure effective IT is managing system is in place
ïƒ˜ Ensure an effective IT rule and regulation is in place for rendering effective services
ïƒ˜ Ensure Provision of internet connection for those recommended by Senior Management
ïƒ˜ Provision/ request IT equipment
ïƒ˜ Make sure IT security system is in place, such as anti virus and etc.
ïƒ˜ Ensure Taking weekly back up of critical file and keep it safe place
ïƒ˜ Putting request of improvement of IT system
EDUCATION: University degree in the business and administration or equivalent experience in the field of administration.
WORK EXPERIENCE: 3-5 year work experience in a relevant trade, preferably with international organization, preferably for an inter-national aid agency
SKILLS: Ability to use computer (windows, excel, word etc.
LANGUAGES: Good command of written and spoken English, Dari and Pashto.
TRAITS: Enthusiasm to the job, the position also requires very good analytical skills.
Willingness to work in field conditions and security situation in Kabul.
ï‚§ FEMALE CANDIDATES ARE HIGLHY ENCOURAGE APPLYING FOR THIS POSITION.
ï‚§ APPLYING WITHOUT CARE STANDARD JOB APPLICATION FORM IS NOT ACCEPTABLE.
ï‚§ INCOMPLETE APPLICATIONS OR WITHOUT CANDIDATEâ€™S PHOTO ARE NOT CONSIDERED FOR SHORT-LISTING.