Chief of Administration

Job Summary:

The Chief of Administration works under the guidance and supervision of the Chief Operations Officer. He/she will be main assistant for development and implementation of the company operational issues and all administration aspects. He/she will be responsible to ensure all operating procedures and policies are developed and implemented successfully.

Duties & Responsibilities:

Supervision of administrative and support departments at the company;

Check/verify all financial documents (i.e. monthly travelling expenses, payment slips, salary slip, salary advance, voucher, guest house expenses and other payments) for accuracy and accountability to be signed by COO;

Visit the site offices on regular base and on ad hoc bases for transparent and efficient performance;

Provide effective administrative support and services to management, technical departments and projects offices at site;

Liaise with internal auditor to ensure adequate measure and controls are applied for company’s efficient operation as well as transparency;

Ensures quality system administrative system is well developed and implemented at company;

Supervision of Administrative Coordinator, ICT/Liaison, Logistics & Purchasing Officer, Security & Transport Officer, Guesthouse Assistant for the smooth running of operations;

Ensure quality of recruitment process as member of interview panel;

Responsible to record and safeguard of company’s assets at HQ and site projects;

Support COO on preparation response to letters and Istelaams received from (MPs, general attorney, ANSA, Security entities and other stakeholders);

Generate regular progress and administrative reports as needed;

Oversee administrative functions to ensure smooth and efficient operations of the organization;

Participate in strategic planning and decision makings through top level meetings;

Take remedial actions where necessary and informing the COO for significant changes;

Assure full accountability to the COO for all company operations;

Supervise purchasing and acquisition process for Lab equipment’s, goods and services;

Acts as focal point between ANSA and GEO-CHEM Kabul office;

Supervise CEO’s travelling documents for out-of-country trip when needed;

To do any special tasks assigned directly by CEO;

Overall oversee of the planned events to be properly/timely accomplished as per the needs and budget;

Ensures systematic performance appraisal of central and site staffs each year;

Maintain accurate and up-to-date list of inventories and assets for future reference of the client;

Key Performance Indicators / Controls

Ensure each Istehlaam/letter is responded properly according to deadline; max within one week;

Ensure needs (i.e. cans, cups, invoices, tags, result sheets, gas and other technical items) are dispatched to the site office and stock is not out of the technical materials;

Ensure all administrative issues are responded on timely manner and operations of the company is smoothly running;

Final Product

An accurate assets list to be prepared;

The capacity of subordinates will be built;

Company will have various operating policies (Assets Management, ICT and Transport);

Job Requirement:

- Holder of Master degree in any principle of business, economy, and project management is required;
- Around 10 years of progressively responsible work experience in Administration, Finance and Project Management with UN agencies, World Bank funded projects, national & International NGOs and governmental entities in relevant supervisory positions is required;
- At least 3 years’ experience as operation, program and administrative officer is desired;
- Conflict Resolutions skills;
- Strong attention to responsibility and job;
- Excellent working knowledge of English, both written and verbal. Fluent in Dari and good in Pashto;
- Excellent working knowledge of MS Office applications (Word, Excel, MS Project), email/internet, ability to operate other management;
- Be able to work in a challenging and demanding environment;
- Be able to work in a multi-cultural environment;
- Good time management;

Job Location: