Administration Manager

  Afghanistan Unspecified 235
Date Posted:Oct 27, 2010
Closing Date:Nov 7, 2010
Work Type:Unspecified
Number of Vacancies:1
Functional Area:General
Salary Range:As per NTA salary scale policy
Years of Experience:5 Years
Contract Duration:Not specified
Possibility of Contract Extension: false
Contract Type:Permanent
Probation Period:1 month
Required Languages:

About MBAW/MoF:


The Budget Department within the Ministry of Finance (MoF) is responsible for the preparation of the national budget and for monitoring and reporting on its implementation. The national budget activities, at present, are largely donor/aid co-ordination function with considerable liaison and involvement of international partners. The budget is used as a major co-ordination mechanism of the Government through which it consults, agrees and articulates to all national and international stakeholders the expenditure programmes and priorities of the Government for the year ahead. The National Budget is also the primary instrument for the Government to allocate and manage its financial resources (both internal and external revenues) in a balanced, transparent and accountable manner within a short to medium term framework. The Budget Team is composed of Directorate General Budget, Budget Execution Sectors, Budget Policy, Coordination & Reporting Unit, Provincial Budgeting Unit and Program Budgeting Unit. In addition, the Project Management, Office Management and IT Units provide administrative support to the Budget Department including plan development trainings and office and logistics management. The Project Management, Office Management and IT Unit also coordinate and implement a public information strategy on the National Budget and develop mechanisms to measure and monitor the effectiveness of the delivery of Budget Department’s products and services to key stakeholders and clients.

Job Summary:

Summary of Key Functions:
• Effective Project Strategy and Performance Reporting
• Smooth Human Resources Management and Staff Training
• Efficient Office Management and Financial Management
• Administrative Management (Security, Logistic, Procurement and Support)

Duties & Responsibilities:

The successful applicant will work under the direct supervision of the Project Manager and will perform the following functions:
Summary of Key Functions:
• Effective Project Strategy and Performance Reporting
• Smooth Human Resources Management and Staff Training
• Efficient Office Management and Financial Management
• Administrative Management (Security, Logistic, Procurement and Support)

1. Effective Project Strategy and Performance Reporting:
• Assisting the Project Manager in strategy planning, review, performance and reporting to UNDP, international partners etc.
• Maintain key relations with UNDP Country Office Team concerning the efficient reporting of the project, and close links to UNDP’s knowledge base and networks

2. Smooth Human Resources Management and Staff Training
• Developing robust Human Resource Management Policies and Procedures, based on the UNDP Results Competencies Assessment (RCA) Framework, and facilitate the timely and comprehensive hosting and reporting of all staff evaluations;
• Take the lead role in developing and co-coordinating the development and systematic delivery of the Staff Training Plan (closely linked to the MBAW strategy as set out in the Project Document, and integrated into RCA, relevant for the capacity development of MBAW.

• Co-ordination of the practical delivery of staff training, provided from a variety of sources in order to meet needs:
- Predominantly training delivered in-country
- Occasional short-term abroad
- Arrange and ensure staff training session on a weekly basis
- Identifies areas of weakness and recommends training required
• Contribute to the well being of all staff members as well as good communication and team work, dealing with all staff concerns/queries and provide solutions, in consultation with relevant Managers where relevant.

3. Efficient Office Management and Financial Management:

• Produce and maintain office polices and procedures, and ensure that these are communicated to and observed by all staff;
• Adopt and Maintain guidelines and policies set by UNDP relevant to the efficient and prudent operation of the office.
• Maintain and produce Monthly Financial Reporting on the progress of the Project to the Project Manager;
• Ensure all project financial accounts and processes are transparent, accountable and in accordance with UNDP requirements;
• Maintain the monthly cash flow forecasts, including the provision of quarterly financial reports and procurement plan;
• Become conversant with all ATLAS requirements, in order to generate timely and relevant reports on accounts;
• Introduce and maintain an efficient system to monitor all costs and expenses of the MBAW Unit;
• Take responsibility for Maintaining an accurate the Asset Register

4. Administrative Management (Security, Logistic, Procurement and Support):
• Ensure that the team is administratively efficient and supported in its operations, as set out in the Making Budgets Work Project Document;
• Manage all logistics, drivers, support to MBAW and its operations;
• Liaise closely with the Project Manager and MBAW Managers in order to improve the general administrative situation, including mail in-out, a unitary filing system for the entire office (including hard and soft copy filing systems), keeping all relevant reports, correspondence etc. on file in an accurate manner.
• Take the lead role in developing the security protocols in the office, ensuring compliance by all staff
• Revise and introduce an efficient transportation system for all staff, to and from office, and during office hours that reduces dependency completely from private hire vehicles
• Ensure that travel arrangements of international/national staff are being processed efficiently
• Support international and national conferences called by MoF, or to which MoF is a key partner
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;
• General Supervision of all national staff working for the administration unit.

Job Requirement:

• Master’s or Bachelor’s Degree in Public Administration, Management, Development Economics or other relevant field.
• With Master degree 3 to 5 years of professional experience and with Bachelor Degree 5-7 Experience in programme management, administration , 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:

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