Administration Manager

  CARE International in Afghanistan
  Afghanistan Unspecified 913
Date Posted:Aug 23, 2010
Reference:Ex_ 163_2010
Closing Date:Sep 4, 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:Unspecified
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 required to ensure effective support for implementation of CARE Afghanistan Food Insecurity Response For Urban Population (FIRUP) Program. And provide support for implementations of FIRUP project such administrative support, transportation, provision of project materials, creating conducive working environment. Coordinate recruiting of qualified and competent staff in efficient operation. Developing/ creating policy and procedure to meet the requirement of donor. Coordinate with other department smooth operation. Access staff training required and coordinates and liaises for staff capacity building.

Duties & Responsibilities:

- Human Resource Management.
• Ensure human resource and administrative policies and procedures as required to support operations and ensure they are effective, efficient, fair and transparent, and promote equal opportunities. Ensure compliance with CARE systems and relevant codes of practice.
• Coordinate human resource policies and procedures for recruitment and management of national staff (terms and conditions of employment, grades and positions, salary structure, benefits, disciplinary procedures, termination). Ensure compliance with local labor laws and coordination with local counterpart, UN and NGO agencies.
• Assess staffing needs as required. Identify and recruit new and replacement staff including scheduling of contract extensions, new contracts, and necessary terminations.
• Liaise with CARE HR as necessary to communicate vacancy needs for national/local staff and to coordinate the timely and effective recruitment or deployment of emergency personnel to the field.
• Prepare job descriptions, terms of reference and submission of personnel requisitions in coordination with CoP and field management.
• Conduct regular field travel to project offices to review human resources and administrative procedures and assist/ support managers in their needs or ascertain human resource requirements. Appropriately support all the program personnel as required.
• Assess training and development needs of field staff and provide appropriate induction and orientation, training, supervision and support as required.
• Work with the Security Officer to oversee staff welfare/ support functions for national and international staff (including food, accommodation, compound management, emotional wellbeing, health and hygiene) as appropriate and facilitate internal communications with respect to human resource requirements.
• Ensure personnel files for the program staff are established and maintained.

2. Administration/ Office Management
• Ensure receipt and tracking of all incoming/ outgoing communications (letter, fax, email).
• Establish an effective standardized filing system in the HQ and regional level that can provide easy access to information and proper documentation of all the program correspondence.
• Establish personal mail system for international national staff and key national program staff.
• Work closely with the Security Officer to ensure appropriate steps to safe-guard office premises and residential property (guards, locks, lighting, alarms, fire equipment).
• Establish secretariat to attend to day-to-day administration/ filing/ receipt and dispatch of mail/ secretarial needs.
• Ensure donor compliances are maintained before procurements initiations.
• Ensure timely procurements and delivery of the required items are done, and payments are done.
• Select an office building/ residential accommodation and secure lease/ rental agreement.
• Ensure office premises, accommodation and compound are managed and maintained at regional and districts levels.
• Work closely with the logistic, and Program Support relevant managers/officers to assess the needs and oversee the installation of office equipment, supplies, utilities (stationary, filing systems, photocopier, furniture, water, electricity, etc).
Work closely with the Telecommunications manager/office to organize the installation of office communications / information management facilities and systems (telephone, fax, computers, e-mail, internet, sat phone etc.).
Work closely with transport/fleet supervisor for availability of the required fleets for the program smooth operation.
Ensure equipment and systems are managed and maintained at HQ, regional and districts levels.
Assess, identify and organize required training for the regional and district levels program support staff for the better performance of their jobs.
Financial Management.

Work closely with the Finance Manager to:
Ensure cash flow, its management and disbursements are done on timely manners.
Close monitoring of the program direct operational and support budget lines.
Ensure segregation of duties between the cashier, expenses documents processing teams and distribution teams are maintained.
Assist in the establishment of a payroll structure and payment procedures for national staff and local staff.
Ensure the commodity reports are accurate and regularly reconciled with the commodity accountants.

.Ensure all payments, commodities received/issued are recorded properly

Safety and Security Work closely with and provide support to the Security Officer to:
Ensure all key personnel have received briefing on country or regional security threats, medical and emergency evacuation procedures.
Ensure that security measures are practiced and enforced to maintain as possible a safe and secure working/ living environment for CARE staff and participating communities.
Ensure staffs know how to identify health risks in the region, how to protect against illness, injury and stress, and how to obtain support or medical treatment.
Monitor staff morale and stress levels and make recommendations for staff access to the Emergency Personnel Support Program as necessary.
Ensure that managers maintain records of work-related injuries, accidents, security incidents and fatalities.

Ensure all staff understands individual and
collective responsibilities for safety and security.

Job Requirement:

• Minimum University graduated in relevant fields, MA preferable
Technical Competencies:
• 3 – 5 years experience in Administrative management, Human Resources Management, particularly in the management of expatriate and national staff matters with international NGOs and UN
• Experience of Administrative Management applied in country
• Ability to operate in a very fluid, demanding environment where administrative support/requirements must be dealt with urgency, often with limited resources or infrastructure available
• Excellent command of English in speaking and writing and translation from English into local language Dari and to English.
• Strong interpersonal skills
Core Competencies:
• People Skills: Ability to work independently and as a team player who demonstrates leadership and is able to support and train local and international staff and also able to work with targeted communities in a sensitive and participatory manner.
• Communication Skills: Well developed written and oral communication skills. Able to communicate clearly and sensitively with internal and external stakeholders as a representative of CARE. This includes effective negotiation and representation skills.
• Integrity: Works with trustworthiness and integrity and has a clear commitment to CARE's core values and humanitarian principles.
• Resilience/Adaptability and flexibility: Ability to operate effectively under extreme circumstances including stress and high security risks conditions. Works and lives with a flexible, adaptable and resilient manner.
• Awareness and sensitivity of self and others: Demonstrates awareness and sensitivity to gender and diversity. Have experience and the ability to live and work in diverse cultural contexts in a culturally appropriate manner. Has a capacity to make accurate self-assessment particularly in high stress and high security contexts.
• Work style: Is well planned and organized even within a fluid working environment and has a capacity for initiative and decision making with competent analytical and problem solving skills.
• Knowledge and skills: knowledge of CARE policies and procedures, Sphere and the Red Cross/ NGO Code of Conduct. Requires general finance, administration, information management and telecommunication skills and proficiency in information technology/ computer skills.
Key Internal Contacts:
• Chief of party, Finance Manager, ACD-S, HR department, CARE Afghanistan’s other support departments, all regional and district levels personnel
Key External Contacts:
• Relevant government departments based on MoUs
Reporting lines:
• Reports to the Chief of Party
• Administration and office staff will report to this position




Job Location:

This job is expired