Administration Officer

  BBC Media Action
Bachelor's Degree   Kabul, Afghanistan Full Time 2014
Date Posted:Jul 31, 2019
Reference:27\2019
Closing Date:Aug 15, 2019
Work Type:Full Time
Number of Vacancies:1
Gender:Any
Functional Area:Business Administration ,Human Resources,Operation
Nationality:Afghan
Salary Range:As per company salary scale
Years of Experience:3 - 4 Years
Contract Duration:Open Ended
Extension Possibility:Yes
Contract Type:Fixed-term
Probation Period:3 months
Required Languages:Dari,Pashto,English

About BBC Media Action:

Founded:  

BBC Media Action BBC Media Action uses media and communications to reduce poverty and promote human rights in developing countries. To achieve this, we partner with civil society, local media and governments to: strengthen the media sector through building professional capacity, and produce creative media outputs which inform and engage audiences around key development issues. Background: BBC Media Action has been working in Afghanistan for over 20 years, delivering media and communications projects on governance and health themes. We are in the start-up phase of a three-year project funded by Global Affairs Canada, ‘Her Voice, Her Rights’. The project will, through media, support women and girls to claim their rights and take part in public discourse. It involves capacity-strengthening of provincial radio stations and civil society organisations and will be delivered in partnership with a national media and a women’s empowerment organisation.

Job Summary:

The Administration Officer will be responsible for overseeing the day to day operation of the administration section of the BBC Media Action office in Kabul. He/she will ensure that the office can operate at all times to an optimum level with equipment correctly maintained and movements of all office materials tracked and accounted for. The Administration Officer will be supervised by, and work closely with the BBC Media Action HR/ Administration & IT Manager.

Skills Required:

Office Packages (MS Word, MS Excel, PowerPoint)

Requires travel to provinces:

No

Skills Description:


  1. Previous experience in sourcing, negotiating and controlling office stock.
  2. Evidence of strong communication skills, both written and verbal.
  3. Experienced in building strong working relationships within an office based team and working with external partners.
  4. Experience in using all Microsoft software packages.
  5. Evidence of the ability to deal with multiple tasks at a time and prioritise.
  6. Fluency in one of the local languages and a good working knowledge of the other.
  7. Understanding of workplace Health and Safety issues Capacity. 

Duties & Responsibilities:

Responsible to develop and maintain a proper inventory recording system for all BBCMA expendable and non-expendable items.

Responsible to ensure proper documentation of all equipment/furniture being issued to or returned by BBCMA staff.

Responsible to establish and maintain a standard system to ensure precise tracking of BBCMA equipment/furniture.

To ensure proper inventory of all equipment/furniture being transferred to or received from site office or other partners.

Responsible to conduct physical inventory of all equipment’s/furniture on quarterly basis.

To ensure that no equipment/furniture are moved internally or externally without the prior knowledge of and approval of respective supervisor.

Responsible to ensure that incident report is original and necessary approval is obtained for any damage/lost property before replacement if provided. Maintain proper filling system, both in soft and hard copies, for all inventory related documents.

Responsible for labelling/tagging (inventory coding) of newly purchased equipment’s and to inspect all goods upon receipt properly and ensure its proper storage and documentation thereafter.

Monitoring the performance of administrative systems to ensure standardization and maintenance of effective administrative and communication and reporting systems.

Prepare daily, weekly, monthly and annual administrative report (staff database).

Meeting and event administration (setting meeting dates, collating and issuing agendas and papers, arranging venues and catering, taking minutes).

Ensure that all filing, both hard and soft copies, complies with BBC standards and are properly recorded.

Coordinate with the BBC Media Action Logistics Officer to ensure timely maintenance of equipment, furniture and office facilities.

Maintain files for all incoming and outgoing letters/correspondence and appropriate reference numbers.

Establish and maintain a complete set of organizational charts, update and distribute them regularly to key staff.

Provide the day-to-day administration for the office.

Process expatriates visa applications, work permits and other required documents. Ensure legal and timely issuance of letters/work permits and other documents required to facilitate expatriates’ work in Afghanistan

Job Location:

Afghanistan, Kabul

Qualifications:

  1. A third level education qualification, preferably in business administration.
  2. Professional proficiency in English (written and verbal).
  3. Previous experience working in an office environment in an administration and Human Resources role.
  4. Experienced in developing office procedures and systems.
  5. Previous experience in sourcing, negotiating and controlling office stock.
  6. Evidence of strong communication skills, both written and verbal.
  7. Experienced in building strong working relationships within an office based team and working with external partners.
  8. Experience in using all Microsoft software packages.
  9. Evidence of the ability to deal with multiple tasks at a time and prioritise.
  10. Fluency in one of the local languages and a good working knowledge of the other.
  11. Understanding of workplace Health and Safety issues Capacity. 

Job Keywords:

Administration Officer
This job is expired

Attachments:

VA- Admin Officer.doc