Admin Officer (Afghan National Only)

Job Description

General Duties:

- Assist in the management of office premises and facilities in HLM, and make sure office setups are based on IRC-A standards. - Manage administrative supplies, office equipment, and other assets to ensure they are well-maintained. - To ensure office supplies such as tea, coffee, utilities, and cleaning supplies stock are replenished on time and incoming and outgoing quantities are recorded. - Coordinate the arrangement of refreshments and the organization of trainings, meetings, and workshops, both within and outside of IRC. - Supervise the support team (Cleaners, Cooks, and housekeeper) and Maintenance team within the office and promptly report any issues as they arise. - Conduct field visits related to administrative issues and report findings to the Kabul admin team for further action. - Manage lease agreements for office premises and ensure compliance with contractual obligations. - Process the rent payment of all premises rented by IRC-A to the agreement on time and make sure the relative landlord has received his/her payment. - Collect Paid Tax Papers of all the premises from the Finance Department and share them with relative landlords. - Remain the Focal point on behalf of IRC with the Landlords. - Manage accommodations for visitors coming to HLM-FO and work closely with the KBH and field admin team to manage accommodations for HLM- staff traveling to KBH or other fields. - Make sure guesthouses at field offices are hygienic, and well-furnished, there is enough space, and the guesthouse team is well-trained. - Provide upscale guest service experiences for the employees and guests throughout their stay. - Actively listen to and resolve complaints and address their requests. - Oversee petty cash management, including disbursements, reconciliations, and maintaining appropriate documentation. - Raise PRs whenever requested by supervisor. - Aid in the preparation of per diem, reimbursement, and other benefits to staff. - Fulfil any other relevant duties as assigned by the supervisor.

Specific Duties:

- Office Setup Management: Assist in the efficient management of office premises and facilities in HLM, ensuring they adhere to IRC-A standards. - Space Management: Manage space allocations and ensure every department has proper and comfortable space. - Asset Management: Manage administrative supplies, office equipment, and other assets to guarantee their proper maintenance and functionality. - Office Supplies Management: Ensure timely replenishment of office supplies such as tea, coffee, utilities, and cleaning materials. Keep accurate records of incoming and outgoing quantities. - Event Coordination: Coordinate the arrangement of refreshments and the logistics for various events, including pieces of training, meetings, and workshops, both within and outside of IRC. - Team Supervision: Oversee the support team, including cleaners, cooks, housekeepers, and maintenance staff within the office. Promptly report any issues that arise. - Lease Agreement Management: Manage lease agreements for office premises, ensuring compliance with contractual obligations. - Rent Payment Processing: Process rent payments for all IRC-A rented premises promptly and ensure landlords receive their payments promptly. - Accommodation Management: Manage accommodations for visitors to HLM-FO and collaborate with the KBH and field admin teams to coordinate accommodations for HLM- staff traveling to KBH or other field locations. - Guest Service Excellence: Provide high-quality guest services to employees and guests throughout their stay. Address complaints and fulfil guest requests promptly and professionally. - Petty Cash Management: Oversee petty cash management, including disbursements, reconciliations, and maintaining thorough documentation. - Purchase Requisitions: Raise purchase requisitions (PRs) as requested by the supervisor. - Staff Benefits: Assist in preparing per diem, reimbursement, and other staff benefits as required. - Fulfil any other relevant duties as assigned by the supervisor.

Qualifications

- Education: bachelor’s degree in BBA or related fields. - Years of Experience: At least 2 years of experience in Administration or related fields. - Skills: Multilingualism, Flexibility, Compliance, Problem-Solving, Communication, Reporting, Supervision, Event Planning, Logistics, Documentation Management, Financial Acumen, and travel Coordination. - Technical Competency: Administrative expertise, Logistics, Financial Management, Facilities Management, Vendor and Lease Management, Guest Services, Compliance, Supervision, communication, Problem-solving, Documentation, Training, and Capacity Building. - Communication and reporting skills. - Fluency in Pashto, Dari, and English. - Computer skills (including MS Word, Excel, Access, and Internet) are an advantage. - Ability to work closely, professionally, and constructively with all others regardless of nationality, ethnicity, gender, religion, race, tribe, or cultural background.