Office Manager

  Progress Consultancy Services
  Afghanistan Unspecified 482
Date Posted:Sep 23, 2010
Reference:PCS-KBO-10901
Closing Date:Sep 29, 2010
Work Type:Unspecified
Number of Vacancies:1
Gender:Male
Functional Area:Administrative
Nationality:Afghan
Salary Range:As per NTA salary scale policy
Years of Experience:5 Years
Contract Duration:Not specified
Possibility of Contract Extension: Yes
Contract Type:Permanent
Probation Period:1 month
Required Languages:

About Progress Consultancy Services:

 

Progress Consultancy Services (PCS) was established in 2007 with the aim to provide quality services to the public, private and non-for profit organizations according to their dynamic needs. PCS has partnered with leading national and international consultancy and construction firms which are highly known for their quality services for years in Afghanistan. PCS has shown full commitment in the process of development of the war ravaged country, stands by its commitment to undertake responsibilities for social and economical development of the society. Thus, PCS is undertaking a variety of activities to support and achieve this highly appreciated target. Where necessary, PCS employs specialists and other personnel to help achieve its ultimate goal by their skills, dedication and integrity. Currently, PCS is providing consultancy services that are required to help Ministry of Public Works to implement road construction project from Yakawlang to Bamyan (Bamyan) and from Mazar-e-Sharif to Dar-e-Suf (Balkh Province). The consulting services involve approval of design made by the contractor, certification of all the works for quality and quantity, contract administration, supervision of supply and installation of tolling facility and benefit monitoring and evaluation. PCS requires employing Resettlement Specialists to provide his/her professional services described below to work in connection with the project mentioned above:

Job Summary:

Office Manager will ensure smooth running of the office through oversight of all day-to-day operations in compliance with PCS policy and procedures.

Duties & Responsibilities:

Administration:

- Organize and monitor all the administrative services of the offices (office allocations, monitor the cleanings, etc.)
- Monitor the performances of all the administration support staffs (e.g. office cleaners, cooks, guards, etc.) and provide necessary guidance for them
- Provision of stationary for all staffs both at the office and project site
- Receives, controls and file incoming correspondence / communication and copy of the monthly, quarterly and ad-hoc reports submitted to the client
- Provide computer support for all staffs, drafting and typing the needed letters in Dari, Pashto and English
- Translate letters and any other documents from English to Dari and vice versa
- Provide telephone and receptionist services
- Copy and file the certified invoices of the civil work contractor verified by the consultant engineers
- Submission of monthly, quarterly reports to the client after receiving from the Team Leaders
- Coordinate all the administrative tasks between the consultant, civil work contractors and the client

Financial:

- Review and file documents of financial transactions
- Maintain and produce Monthly Financial Reporting for the company from the petty cash
- Ensure all company and projects financial accounts and processes are transparent and accountable
- Maintain an efficient system to monitor all costs and expenses
- Salary payment of all national staffs
- Copy of all bills and filing them at the project

Human Resources Management:

- Prepare job descriptions, ToRs and vacancy Announcements for the vacant positions
- Prepare and draft, on a timely basis, contracts project staff
- Notify management on expiration of the personnel contracts one month in advance prior to expiration
- Maintain individual staff member files (confidentially)
- Supervise all attendance records, absence and vacation leave based on the agreed formats
- Report on all personnel problems to the management and central office
- Approve leave requests in consultation with the project management

Procurement:

- Requisition office supplies
- Prepare monthly procurement plans

Logistics:

- Maintain records of all inventories available at the office
- Label all inventories available at the office
- Prepare disposal documents for all inventory items intended to be disposed and take them out of the inventory
- Monitor loading and unloading of office supplies, furniture and equipment
- Ensures that information, reports, correspondences and other documents are delivered promptly in an efficient manner.
- Take the lead role in developing the security protocols in the office, ensuring compliance by all staff
- Record all the equipments provided by the contractors, the client and the company and generating proper inventory reports

Transportation:

- Record all the vehicles specifications provided by the client (e.g. vehicle type, plate no, etc.)
- Monitor the performances of all the vehicles provided by the client and its maintenances
- Revise and introduce an efficient transportation system for office work
- Ensure that travel arrangements of staff to project sites are made
- Control the vehicle log books based on the km and fuel
- Control and monitor the performances of all the drivers and transport staffs
- Report and certify the required maintenance for all vehicles
- Manage the overall transport pool and assign vehicles based on the needs and requirements

Office Management

- Manage and supervise all logistics and office operations
- Manage and supervise support staff including guards and cleaning staff
- Manage office set up and decoration
- Any other tasks assigned by management

Job Requirement:

 University degree in related field (Administration). Relevant experience and another university degree may substitute for the degrees mentioned.
 Excellent communication skills (verbal and written)
 Excellent organizational skills
 Excellent interpersonal skills
 Conflict management skills
 Problem solving skills
 Ability to work both independently and as part of a team
 Ability to create a supportive working relationship with all project teams
 Ability to work under pressure

Job Location:

Afghanistan
This job is expired

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