Administration and Welcome Officer

Bachelor's Degree   Kabul, Afghanistan Full Time 1695
Date Posted:May 15, 2017
Reference:15052017IFRC
Closing Date:May 22, 2017
Work Type:Full Time
Number of Vacancies:1
Gender:Any
Functional Area:Administrative
Nationality:Any
Salary Range:Salary is negotiable
Years of Experience:5 Years
Contract Duration:Open Ended
Extension Possibility:No
Contract Type:Long-term
Probation Period:3 months
Required Languages:

About Afghan Red Crescent Society:

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Job Summary:

To assist Senior Support Service Manager in establishing effective welcome and otherwise admin support for the Federation delegation – and ensure that all such efforts are undertaken in smooth coordination with ARCS International Department, ICRC as well as any other partners /external counterparts.

Skills Required:

Not available

Provinces to travel:

Skills Description:

Values and Competencies

Respect and act in line with our values and competencies. The value of secretariat is built on the Cross and Crescent Fundamental Principles, respect for diversity, and integrity in all we do.

The Core competencies set the standard for all Secretariat staff. We expect our people to be accountable, placing primary focus on building relations, having the technical skills to get result and working effectively in teams sharing knowledge and best practices through good communication skills.

Management competencies are required for his post. Managers provide vision and direction, represent the organisation and manage performance to achieve our goal and build the organisation.
ATERAL RELATIONSHIP:

Establish and ensure effective working relationship with other delegates and staff.

Ensure effective working relationship with ARCS counterparts and leadership.

Ensure effective working relationship with technical and service departments at Geneva Secretariat, zone and regional level.

Duties & Responsibilities:


Make sure all none-IFRC responsible for all travel arrangements of the Country Office staff (national and delegates).

Arrange passport/visas and work permits for delegates and / or national staff. Organize flight bookings, purchase tickets; make hotel/accommodation reservations and clear the payments and keep records thereof.

Ensure proper welcome arrangements for staff, delegate, visitors/consultants including pick up/drop from/at airport in coordination with the fleet.

Liaise with UN and governmental agencies, update the department of the Ministry of Foreign Affairs of Afghanistan regarding the coming and going of delegates, guests and visitors to Afghanistan.

Update the welcome package in consultation with Security Manager for new arrivals.

Liaise with ICRC for possible flights, accommodation for delegates; getting security green lights for the field trips as well as arrangement for security situation updates.

Coordinate visa issuance and other arrangement for traveling and visitors with International Department in Afghan Red Crescent Society.

Filing system and record keeping management:

Establish and maintain Country Office standard filling system.

Keep track of all admin documents including registration all internal & external Correspondence and records updated.

Assist Country Office with writing memo’s, invitation letters, email, faxes as well as translation of the documents related to admin, when needed.

Responsible for proper record and arranging the medical documents including expenses for national staff coordinate the payment monthly base with Finance Department.

To arrange and follow up on appointments and meetings as required for the Head of Country Office, Program Coordinator, FAD and Senior Support Service Manager with internal and external counterparts and agencies when needed.

Report Daily base to Head of Country Office on staff movement from/ to Kabul Airport on internal & external missions.

Ensure good and clear communication, knowledge and information sharing mechanism with all Federation staff, ARCS, ICRC, SARD, KL, Geneva and external colleagues in placed.

Maintain registration book which will be signed by visitors when in and returning with a column for them to make a remark on their mission, how they were treated or served and suggestion for possible improvement.

Perform the Country Office day to day administrative duties as instructed by the line Manager



Arrangements of meetings/workshops:

Responsible for arrangement of meetings/workshops and any gatherings will be scheduled by program/ departments or instructed by management when needed.

Management of contracts and payment of rental vehicles and buildings:

Keep the rental vehicles (Shuttle buses) and lease agreements/ contracts updated.

Coordinate payments of rental vehicles, considering calendar (official workings days) monthly base with Finance Department.

Inventory management:

Make inventory of all office equipment’s, machinery and other non-disposable items

Keep the inventory list of the office and house updated all the times, and register all new items immediately after procurement.

Report the inventory statues to the management on quarterly basis.

Ensure that up to date information is maintained on disposed/deleted inventory file.

Coordinate all disposal activities with Senior Support Service manager.

Job Location:

Afghanistan, Kabul

Qualifications:

1) Minimum qualifications:

Bachelor degree or equal adequate professional/academic qualification

2) Required Experience:

3-5 year’s working experience in similar positon for NGO or international humanitarian organisations.

Experience of writing narrative and financial reports.

3) Knowledge and skills:

Ability to work in a multicultural environment

Excellent computer skills (Word, Excel, database, email)

Excellent communication skills (written and spoken) in English, Dari and Pashtu

Skills in training and developing of staff.

4) Language skills:

Fluent in spoken and written English as well as local languages (Dari and/or Pushto).

Job Keywords:

Administration and Welcome Officer
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