Regional Administrative Assistant (Re advertisement)

Job Summary:

Under the direct supervision of the Regional Office Project Manager, the Regional Administrative Assistant will provide administrative and logistical management support to the assigned SWSS regional office for the efficient management and provision of field support to SWSS activities.

Duties & Responsibilities:

Principle Duties and Tasks

• Maintain and update construction database including gathering data from Regional Construction Supervisors and entering this into the system;

• Maintain organized files (electronic and hard copy) containing all pertinent documentation on all infrastructure projects and participate in data input into the project database management system;
­ File construction contractor materials submittals after checking them for compliance with contract requirements;
­ File signed receipts when equipment and materials are issued and maintains files ready for inspection;
­ File and transmit contractor payment requests;
­ Organize and file list of high quality, vetted subcontractors who will be asked to bid on SWSS projects.

• Interact with governmental and non-government partners supporting SWSS regional operations;

• Ensure the proper maintenance and provision of required office facility services;

• Maintain detailed inventory of all equipment, furnishings, and goods procured with SWSS funds;

• Ensure regional compliance with the SWSS branding and marking plan;

• Submit monthly activity report to Regional Project Manager summarizing achievements, problems encountered, and actions taken to remedy each problem;

• Ensure the proper functioning, use and maintenance of project equipment at all times; and

• Make purchases and negotiate service agreements as required for supplies and materials.

• Receive funds transfers from Kabul office for all local authorized payments;
• Advance funds to staff for official project activities, assisting staff in the proper completion of all required forms;

• Prepare and submit local expenditure accounting reports to Kabul Finance Unit;

• Consult directly with designated finance, contracts, and administrative units as required for office financial and administrative management tasks;

• Other duties as may be assigned.

Job Requirement:

College degree in accounting, finance or similar field is (relevant experience and another university degree may substitute for the degrees mentioned).

WORK EXPERIENCE:
Minimum of 3 years experience in an equivalent position, experience with accounting software is preferred but not required. Experience working in a similar position for an international organization is preferred. Must have the ability to work effectively in a fast-paced, stressful environment, in addition, must be flexible, willing to perform other duties and work irregular hours.

SKILLS:
Working knowledge of English, both written and spoken. Able to communicate fluently effectively both verbally and in writing Excellent interpersonal skills, including patience, diplomacy, willingness to listen and respect for colleagues Must be capable of working both individually and as part of a team Must also be able to create a supportive working relationship among all project teams



LANGUAGES:
Excellent Language proficiency in spoken and written Dari, Pashto, Urdu, English

GENERAL:
Tactfulness, Enthusiasm to the job, Good Human Relation skills, integrity and ability to work under pressure

Job Location: