Admin Assistant (Female Nationals Only)
Manage travel and administrative tasks for expats and local staff.
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Overview
Manage travel and administrative tasks for expats and local staff.
You have:
- University degree in Business Administration or another related field.
- 1 to 2 years proven Administration experience with emphasis on travel with international NGOs.
- Fluency in Pashto, Dari, and English.
- Must have computer skills.
- Good organizational, diplomatic, and reporting skills.
- Able to work under pressure.
Work Arrangement:
Job Description
Travel arrangement for expats and IRC local staff flight booking, transfer arrangement, visa arrangement and accommodation Forwarding and shipment of personal effects of arriving/departure
Guesthouse management for expats and local IRC staff
Preparation of vouchers for travel and hotel payment and other payments directly related to duties as elaborated above. Ensure that all supporting documents attached as per finance regulation
Tracking and reporting on monthly travel expenditure (tickets, visa, per diem and accommodation)
Develop and implement a filing system for travel.
Help on developing and implementing of a filing system for travel and other related activities
Be able to travel to field offices for monitoring, on the job training, recommendation, and proper arrangement.
Be creative and follow up all administrative activities in a proper and standard manner
Arrangement of refreshment for trainings, meeting, and workshop inside/out of office
Supervising the support team inside office and report if there are any issues
Updating expats and local staff travel tracker and share it on weekly basis to admin manager
Updating of the international travellers tracking sheet to the IRC Regional.
Compile and process travel agencies payment accurately on time
Field visit related to admin issues in field to report Kabul admin team for further action
Prepare and process lease agreements of all IRCA Premises (Offices, Guesthouses, Warehouses, parking Area, Medical Warehouses, and all SHLS Centres)
Receipt, registration, coding and forwarding of incoming faxes, letters, and other correspondence to proper department/unit/office
Sound contributions to knowledge networks and communities of practice.
Carries out other duties as assigned by supervisor.
Ensure and adhere to policies and regulations of organization
Qualifications
- University degree in Business Administration or another related field. - 1 to 2 years proven Administration experience with emphasis on travel with international NGOs. - Must have computer skills. - Good organizational, diplomatic, and reporting skills - Able to work under pressure - Fluency in Pashto, Dari, and English - Computer skills (including MS Word, Excel, Access, and Microsoft outlook) is must - Ability to work closely, professionally, and constructively with all others regardless of nationality, ethnicity, gender, religion, race, tribe, or cultural background
Potential interview questions
| Can you describe a time when you successfully managed travel arrangements for a team? | This question assesses your experience and capability in organizing travel logistics effectively. | Discuss specific instances where you handled travel arrangements, emphasizing your organizational skills and attention to detail. |
| How do you prioritize tasks when managing multiple responsibilities? | The interviewer wants to understand your time management and prioritization skills. | Pro members can see the explanation. |
| Describe a situation where you had to work under pressure. How did you handle it? | Pro members can see the explanation. | Pro members can see the explanation. |
| How do you ensure compliance with organizational policies in your work? | Pro members can see the explanation. | Pro members can see the explanation. |
| Can you give an example of how you contributed to a team project? | Pro members can see the explanation. | Pro members can see the explanation. |
Added 2 years ago
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Updated 1 year ago
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Source:
rescue.org
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