Project Admin Officer

  CARE International in Afghanistan
  Afghanistan Unspecified 366
Date Posted:Aug 5, 2010
Reference:Ex_ 144_2010
Closing Date:Aug 13, 2010
Work Type:Unspecified
Number of Vacancies:1
Gender:Male
Functional Area:Human Resources
Nationality:Afghan
Salary Range:Salary is negotiable
Years of Experience:Fresh
Contract Duration:Not specified
Possibility of Contract Extension:Yes
Contract Type:Permanent
Probation Period:1 month
Required Languages:

About CARE International in Afghanistan:

Founded:  

CARE is a non-governmental, non political, non-profit, non-partisan and non-sectarian humanitarian organization, extending its relief and development assistance to those in need.

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 Education Program, provide technical assistance in data collection to the field staff of education program, 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.

Duties & Responsibilities:



The responsibilities of the incumbent include but not limited to:

1. Provides administrative and logistic support to the provincial sub/site offices, teams and field operation of Education Program. % of Time: 30
• Processes procurement, store/keeping and distribution of school materials;
• Assists in the logistics of the community mobilization, training programs and scheduling of Community Mobilizeres (CMs) 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 Education program personnel’s presence, leave, and absence;
• Prepares staff CTO schedule;
• Coordinates Education program admin and logistic activities with Admin Assistant/PR and other programs at provincial level.

2. Provides technical assistance to the field staff in data collection, computerizes, compiles, reviews and analyzes provincial monitoring data % of Time: 30
• 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 CMs and TTs in data collection from the field in accordance with the standard data collection tools developed by Education Program;
• Computerizes Education Program operation data at provincial level;
• Compiles and critically reviews Education Program operation data;
• Analyzes 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.

3. Prepares monthly, and other periodical progress and activity reports
% of Time: 10
• Prepares summary reports of Education Program 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 meetings at the provincial level.

4. Keeps track of project expenditures at provincial level % of Time: 10
• Records in standard format on daily bases Education Program 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 Project Supervisor and Education Program 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.

5. Establishes, strengthens and maintains both hard and soft filing system at provincial level % of Time: 10
• 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 expenses and EARs, etc;
• Keeps the filing system up to date all the time

6. Provides Design, Monitoring and Evaluation technical assistance to the field staff in data collection, computerizes, compiles, reviews and analyzes provincial DM and E data
• Follow up of DM and E Plan on monthly/Quarterly bases at provincial level.
• Collects and compiles DM and E data including activity plans such as community mobilization, student enrollment, training, material needs and cost, etc. at provincial sub/site office level;
• Provides technical DM and E assistance and feedback to CMs and TTs in DM and E data collection from the field in accordance with the standard DM and E data collection tools developed by Education Program;
• Computerizes Education Program DM and E data at provincial level;
• Compiles and critically reviews Education Program DM and E data;


7. Other duties as assigned by the Project Supervisor/
Field Education Supervisor % of Time: 5

Job Requirement:

ï‚® Knowledge and skills: 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.

ï‚® Traits: Enthusiasm to the job, the position also requires very good analytical skills.
ï‚® Education: At least high school graduate, university degree is preferred.
ï‚® Work Experience: At least 3 years in office administration or a similar position, data management, report writing and budget tracking, preferably with international NGOs.
ï‚® Certification: NA

IV. Decision making authority:

A. General: Under the supervision of Project Supervisor/Field Education Supervisor, the incumbent has the authority to carry out the duties within the limits and guidelines of CARE policies
B. Financial: Nil

V. Contact/key relationships: The primary contact will be Project Supervisor/Field Education Supervisor, Senior Data Management Officer, Accountant, and PR.


VI. Working Conditions: willingness to work in rough field conditions and tough security situation.

NOTE:


 APPLYING WITHOUT CARE STANDARD JOB APPLICATION FORM IS NOT ACCEPTABLE.

 INCOMPLETE APPLICATIONS OR WITHOUT CANDIDATE’S PHOTO ARE NOT CONSIDERED FOR SHORT-LISTING.

Job Location:

Afghanistan
This job is expired