Admin Officer-Male ( Afghan National Only )

Work Arrangement:

Job Description

General Duties

- Develop and implement a filing system for travel documents. - Provide support to Administrative and Program Assistants in various outposts, ensuring operational efficiency, effectiveness, and compliance with IRC policies. - Assist in the management of office premises and facilities in multiple locations, including Kabul, Gardz, Khost, Jalalabad, Logar, Helmand, Bamyan, Laghman, Kunduz, Badghis, and Herat. - Manage administrative supplies, office equipment, and other assets to ensure they are well-maintained. - Coordinate the arrangement of refreshments and the organization of trainings, meetings, and workshops, both within and outside of IRC. - Supervise the support 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. - Oversee petty cash management, including disbursements, reconciliations, and maintaining appropriate documentation. - Aid in the preparation of per diem, reimbursement, and other benefits to staff. - Prepare various correspondences and reports related to registry activities. - Handle the receipt, registration, coding, and forwarding of incoming faxes, letters, and other correspondence to the appropriate department, unit, or officer. - Participate in training sessions for operations and project staff on administrative procedures. - Contribute to knowledge networks and communities of practice. - Fulfil any other duties as assigned by the supervisor.

Specific Duties:

- Facilitate travel arrangements for both national and international IRC-A staff, including flight bookings, transfer logistics, visa processing, and accommodation arrangements. Manage the shipping of personal belongings for foreign personnel arriving or departing. - Handle visa and permit processing for expatriate staff and visitors coming to Afghanistan. - Prepare payment vouchers for travel, hotel expenses, and other relevant payments related to the above-mentioned duties. Ensure that all required supporting documentation is attached in compliance with finance regulations. - Maintain and update the travel tracker for local and international staff, sharing weekly updates with the admin manager. - Monitor and report on monthly travel-related expenditures, including tickets, visas, per diem allowances, and accommodations. - Obtain necessary approvals for cash advances from Travel Agencies monthly. - Perform clearance of accounts with travel agencies for the finance team monthly.

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, Even Planning, Logistics, Documentation Management, Financial Acumen, and travel Coordination. - Technical Competency: Travel and Logistics Management, visa and Permit processing, financial voucher preparation, Expense Tracking and Reporting, Filling System Development, Property Management, Even Coordination, Supervisory Skills, Data Tracking and Reporting, Cash Advance management, Clearance Procedures, Field visit Reporting, Corresponding Handling, Knowledge Sharing, Lease Management, Petty Cash Management, Per Diem and Benefits Processing. - Communication and reporting skills. - Fluency in Pashto, Dari, and English. - Computer skills (including MS Word, Excel, Access, and internet) an advantage. - Ability to work closely, professionally, and constructively with all others regardless of nationality, ethnicity, gender, religion, race, tribe, or cultural background.