Requisition ID: req51085

Job Title: Admin Officer (Afghan Nationals Only)

Sector: Administrative/General Office

Employment Category: Regular

Employment Type: Full-Time

Open to Expatriates: No

Location: Paktya, Afghanistan

Work Arrangement: In-person

Job Description

Main Purpose of the Job:

The primary purpose of the Admin Officer’s role in the field office is to ensure the efficient and effective management of administrative functions. This includes overseeing office premises, coordinating events and meetings, managing office supplies and assets, supervising support staff, maintaining landlord relationships, and providing exceptional guest services. The Admin Officer plays a crucial role in maintaining the overall functionality and professionalism of the office environment, supporting staff in various administrative needs, and ensuring compliance with IRC-A standards and agreements.

General Duties:

• Assist in the management of office premises and facilities in GDZ, 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 GDZ -FO and work closely with the KBH and field admin team to manage accommodations for GDZ – 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 job related duties as assigned by the supervisor.

Specific Duties:

• Office Setup Management: Assist in the efficient management of office premises and facilities in GDZ, 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 GDZ -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.

Qualifications

• Education: bachelor’s degree in BBA or related fields.
• Years of Experience: 2 to 3 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.

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