Admin Supervisor

  CARE International in Afghanistan
  Afghanistan Unspecified 506
Date Posted:Aug 14, 2010
Reference:Ex_ 151_2010
Closing Date:Aug 24, 2010
Work Type:Unspecified
Number of Vacancies:1
Functional Area:Human Resources
Salary Range:Salary is negotiable
Years of Experience:Fresh
Contract Duration:Not specified
Possibility of Contract Extension: Yes
Contract Type:Permanent
Probation Period:1 month
Required Languages:

About CARE International in Afghanistan:


CARE is a non-governmental, non political, non-profit, non-partisan and non-sectarian humanitarian organization, extending its relief and development assistance to those in need.

Job Summary:

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.
 The incumbent of the position is responsible to supervise the admin officers.
 Provide coaching, mentoring and necessary training to perform their duties efficiently.
 Coordinate with the mission’s training department and other training institutes and provide access of the employees to the job related training
 Conduct midterm and annual performance appraisals of the general service section and provide necessary meaning full feedback to his subordinates.
 Delegate duties to the concerned staff and ensure the capacity building of its department.
 Be gender sensitive and implement CARE’s core values in the daily operation.

2. Ensure to have adequate and standard facilities and ensure that facilities satisfy CARE’s requirements for work and residential purpose

 Admin Supervisor is responsible to ensure maintenance of the office facility.
 Ensure that all the facilities have utilities (electricity, water, gas, heating facility) etc.
 Conduct special projects such as office renovations, houses rents and maintenance etc.
 Negotiate rent contracts for rent of office facilities, staff houses and expatriate houses

3. Ensure security of CARE’s property and personnel

 Ensure that the security policy is in place and security personal is satisfactory conducting their duties.
 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.
 Equip all security guards with metal detectors and ensure that visitors are pass security check at the gate.
 Ensure that all fleets pass through security check before they enter the office compound.
 Implement registers recording names of all the visitors coming to CARE’s office
 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.
 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

 Deploy sufficient office cleaners and ensure that office environment is clean
 Ensure that the waste materials be removed from the office compound immediately and take it away to a remote area.
 Ensure that all bathrooms and toilets are functional and have sufficient toiletries.

5 Prepare budget for the administration department. Manage/control administrative lime budget.

 Monitor the approved budget closely and ensure compliance to the approved budget and review monthly EAR.
 Ensure that donor’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
 Ensure submitting of staff attendance report to HR/finance department on time
 Ensure collecting of staff PAR and submitting to payroll accountant on time.
 Ensure payment of staff salary on time
 Contact finance/ payroll accountant in case of diffidence in FIRUP staff salary.
 Ensure collecting copy of staff contract
 Ensure recording and reconciling of staff leave balance
7 Ensure effective correspondence system available
 Ensure that effective communication system is available
 Ensure that effective filling system is in place
 Ensure all correspondence channels from administration department
 Ensure a copy of send letters is available in the administration department
 Ensure a proper chorological file system is available for easy access to documents
 Ensure a register for incoming and out going letter is available
 Ensure a register for purchase request is available and a copy of each batch of PR is filed.
 Drafting confidential letters and minutes of senior staff meetings.
 Manage proper processing of contract/agreements of facilities/goods.
8 Ensure effective inventory control system is in place
 Ensure that, the inventory control system is place
 Ensure updating FF and E on monthly base and communicated to community section
 Ensure standard formats are used for incoming and outgoing of goods from store/warehouse
 Make sure safeguard and security of Equipment and stock.
 Ensure security and safety of store and warehouse

9 Ensure effective IT is managing system is in place
 Ensure an effective IT rule and regulation is in place for rendering effective services
 Ensure Provision of internet connection for those recommended by Senior Management
 Provision/ request IT equipment
 Make sure IT security system is in place, such as anti virus and etc.
 Ensure Taking weekly back up of critical file and keep it safe place
 Putting request of improvement of IT system

Job Requirement:

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.




Job Location:

This job is expired