District Admin and HR Officer

About Afghanaid

Job Summary

To maintain District office data and administrative systems

Duties & Responsibilities

i. Major responsibilities

1. Manage and Supervision of Day-to-Day administration activities of district Office
2. To be responsible for the establishment, maintenance, oversight of all office records, ordering and maintenance of office equipment; furniture; and supplies and make sure that those expenses are relevant and limited to the budget
3. Provide administrative support to, and assist the District manager Program Coordinator in, maintaining office systems and records.
4. Ensure timely follow up in communications with provincial office.


ii. Specific duties

1. To look after arrangement of personnel, vehicles, keys of the gates of the office, staff house, guest house, correspondence, and other files and keeping them proper and update manually and computerized
2. To maintain of copier and generator in regional office
3. To control the recording and updating inventory of the fixed assets of the offices, Guesthouses and in the field offices
4. To look after providing, distributing and keeping proper balance and update of office stationary
5. To look after arrangement of meetings, workshops, and conferences of the related office
6. To ensure all legal obligation of Offices and guest house (lease agreement, maintenance contracts) are fulfilled and renewed in a timely manner
7. To ensure that all utility bills (electricity, water, telephones and etc) are paid on time.
8. To ensure a healthy and safe working environment is provided to all staff.
9. To ensure the reception function of District Offices meet the highest standard
10. Ensure high standards of sanitation in the offices and houses
11. To ensure a healthy and proper food and tea are served to staff
12.
13. Assist the District manager Program Coordinator in preparing the district office's annual plan.
14. Maintain the district office’s staff attendance and leave register.
15. Maintain the district office's purchasing documentation and participate in purchasing committee's.
16. Maintain the district office's stores and stock records.
17. Coordinate the collection of district programme data, ensuring that data is received by the provincial office in a complete, accurate and timely manner.
18. Coordinate the compilation of all district level reports, ensuring that the reports are received by the provincial office in a timely manner.
19. Take and transmit messages from the provincial and Head Office and between district staff as appropriate.

iii. Other
1. Perform any other related duties as required.

Job Requirements

At least 3 years of professional experience in related field.

Self-starter - able to identify work that needs to be done and do it without being instructed to do so.

Ability to articulate ideas in a clear and concise manner

Able to communicate in local languages

Team player – ability to work within a team where members depend on each other to get work done.

Desire to learn, seek new challenges and take on additional responsibilities

Reasoning ability. Good common sense with ability to solve practical problems

Committed & honest in work

Transparency and accountability

Submission Guideline

Please email a covering letter of application and your CV including the job title and your name in the subject line by 11 May 2017. Your covering letter should be no more than 2 standard A4 pages in length and explain how you meet the position requirements and why you feel you would be a suitable candidate for this role. Your CV should be no more than 4 pages and include 3 professional references including your current employer. The precision and style with which you present yourself in your covering letter and CV will be given significant weight in short listing candidates.

Functional Area

Administrative

Countries

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