Project Admin Officer

  Afghanistan Unspecified 378
Date Posted:Feb 14, 2010
Reference:Ex_ 17_2010
Closing Date:Feb 23, 2010
Work Type:Unspecified
Number of Vacancies:3
Functional Area:Education
Salary Range:Salary is negotiable
Years of Experience:5 Years
Contract Duration:Not specified
Possibility of Contract Extension: Yes
Contract Type:Permanent
Probation Period:Unspecified
Required Languages:

About Sarey:


Job Summary:

The primary responsibility of the incumbent is to: provide administrative and logistic support to the provincial sub and site offices, teams and field operation of the Emergency CBE project, provide technical assistance in data collection to the field staff of emergency CBE project, computerize, compile, review and analyze provincial monitoring data, prepare monthly, quarterly and other periodical progress and activity reports, keep track of project expenditures at sub/site office level, establish, strengthen and maintain both hard and soft filing system at sub/site office level

Duties & Responsibilities:

Provides administrative and logistic support to the provincial sub/site offices, teams and field operation of Emergency Community Based-Education Project.

• Processes procurement, store/keeping and distribution of school and students materials;
• Assists in the logistics of the community mobilization, training programs and scheduling of Community Trainers (CTs) and Teacher Trainers (TTs) monitoring visits to the field.
• Exchanges communication and correspondence between the various Education Program offices through various suitable and effective mediums;
• Keeps record of Emergency CBE Project personnel’s presence, leave, and absence;
• Prepares staff CTO and leave schedules;
• Coordinates Education program/emergency project admin and logistic activities with Admin Assistant/PR and other programs at provincial level.
Provides technical assistance to the field staff in data collection, computerizes, compiles, reviews and analyzes provincial monitoring data.

• Collects and compiles baseline data including activity plans such as community mobilization, student enrollment, training, material needs and cost, etc. at provincial sub/site office level;
• Provides technical assistance and feedback to CTs and TTs in data collection from the field in accordance with the standard data collection tools developed by Education Program and emergency CBE project;
• Computerizes emergency project operation data at provincial level;
• Compiles and critically reviews emergency project operation data;
• Analyze the program operation data in a way that helps in sound management decision making at provincial sub/site office level;
• Maintains and utilizes computerized database developed by Education program to store and process education program information and output indicators.

Prepares monthly, and other periodical progress and activity reports

• Prepares summary reports of Emergency CBE Project progress data received from the field;
• Prepares quantitative and narrative monthly and other periodical reports through a process of interpretation analysis of Education Program data;
• Responds to information requests on Education Program from different CARE Afghanistan departments, other agencies, donors, and authorities at provincial level;
• Participate in the process of final interpretation of the monitoring reports to assist the management at the provincial level to make sound and realistic decisions;
• Translates reports in national languages for education program provincial staff and other audiences;
• Takes compiles and prepares final drafts of the minutes of Education Program/Emergency CBE project meetings at the provincial level.

Keeps track of project expenditures at provincial level

• Records in standard format on daily bases Education Program emergency project various sort of expenses at provincial level;
• Makes sure that the expenses don’t exceed the budget allocated for each individual line item for both program direct and shred cost;
• Prepares monthly internal expenses report and submits it to Field Supervisor and Education Program emergency project higher management;
• Tallies program expenses with the EARs issued by the finance and corrects discrepancies by bringing them to the notice of concerned persons;
• Maintains close coordination with the provincial accountant in dealing with the program financial affairs.

Establishes, strengthens and maintains both hard and soft filing system at provincial level
• Establishes, strengthens and maintains both hard and soft filing system in such a way that is responsive to education program record keeping needs at provincial level;
• Maintains separate hard and soft files for various sort of surveys, various sort of reports, various sort of planning, incoming and out going correspondence, Education Program emergency project expenses and EARs, etc;
• Keeps the filing system up to date all the time

Other Duties as assigned by the DPM, PM and Mission Leadership.

Job Requirement:

EDUCATION: High school graduate

WORK EXPERIENCE: At least 3 years experience in MIS, data management, analysis and reporting.

SKILLS/LANGUAGES: Must be fluent in both written and spoken English,
Pashtu and Dari, Management information services, report writing, budget tracking, and computer skills in desktop operation. Good communication and interpersonal skills.

GENERAL: Under the supervision of Field Supervisor the incumbent has the authority to carry out the duties within the limits and guidelines of CARE policies.

TRAITS: The position requires good analytical ability

Financial: Nil

The primary contact will be Field Supervisor, PS, PR and Accountant internally; the incumbent will have close relation with data management officers of the overall program department.

This position will be based in CARE Sub offices; however, periodical travel to all project areas even in tough security situation will be required.

Job Location:

This job is expired