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| Administrative Assistant | |||
|---|---|---|---|
| Country | Afghanistan | Province | Daikundi, |
| Categories | Program, | Type | Full Time |
| Post Date | 2022-08-11 | Close Date | 2022-08-20 |
| Vacancy No | CRS/DKN/22/82 | Gender | male female |
| No Of Jobs | 1 | Contract Duration | 1 year with possibility of extension |
| Education | University degree in business administration, information technology or equivalent. | Experience | Minimum 3 years’ experience in related field, preferably with an international NGO. |
| Organization | Opportunities for you | Salary | As per CRS salary Scale |
About Company
About CRS: CRS began direct operations in Afghanistan in early 2002. CRS maintains five main offices throughout the country: Kabul, Herat, Chaghcharan, Daykundi and Bamiyan, with sub-offices in most of these provinces. CRS strategic plan for Afghanistan focuses on poverty and risk reduction, human development, and emergency response in rural areas in western and central Afghanistan. Brief on CRS Daykundi Programs: CRS carries out development and emergency relief efforts in Daykundi province with a focus on rural livelihoods and education through diverse programs including community-based education (CBE), accelerated learning programs (ALP), natural resource management, increased agricultural production and agro-enterprise development. CRS emphasizes women’s empowerment and strengthening the resilience of vulnerable households through a strategic framework called integral human development. CRS maintains a provincial office in Nili that oversees the Ashtarlay and Sange Takht district sub-offices. People, especially girls and women from marginalized communities, gain basic education. Poor rural and peri-urban households to have increased livelihood security. Vulnerable communities to survive shocks without long-term negative impact on their livelihoods.
Job Description
The Administrative Assistant will be responsible for the day-to-day operations and smooth functioning of the CRS Ashtarlay office in Daykundi province. They will be the primary focal point for all operations support. The Administrative Assistant will be responsible for managing maintenance and inventory for CRS facilities, including office, guesthouse and stockrooms/warehouses. The Administrative Assistant will manage stocks and maintain an accurate inventory system, in line with CRS policies and procedures. They will also be responsible for efficient vehicle management, based on programming and operations’ needs and approved travel plans. The Administrative Assistant will also be the petty cash custodian, disbursing funds and documenting purchases as per CRS’ petty cash policy.
Specific Duties and Responsibilities Include:
Administrative responsibility
- Support programming activities with the needed resources and coordinate quality service delivery by providing administrative support functions such as housekeeping, vendor management and processing of administrative documents etc., in line with CRS’ established administrative systems, processes, and policies.
- Serve as petty cash custodian. Ensure proper documentation of all petty cash requests and disbursements, as per CRS’ petty cash policy.
- Supervise guards, cooks and drivers. Develop relevant work plans and provide coaching sessions in line with CRS’ performance management system. Process annual leave requests so that supervisees take adequate and properly documented breaks throughout the year. Ensure adequate coverage during these periods.
- Engage with relevant external stakeholders (landlords, service providers, vendors, etc.) and internal staff members on assigned administrative matters and help ensure required authorizations and documents are up-to-date.
- Conduct routine spot checks on office and guesthouse equipment to ensure it is functioning properly and arrange repairs/replacements proactively.
- Procure required materials following established policies and procedures, ensuring the best value-for-money (market research, cost estimates, solicitation documents, bidding process facilitation, supplier identification and research, etc.).
- Help identify safety issues and ensure a safe and secure work environment.
- Support implementation of property and inventory management processes, such as property receipt and distribution, property labeling, physical counts, etc. following established standards and systems for asset management to support the efficient use of State Office assets.
- Provide logistical and communication support for events and project activities, including delegation visits, trainings and workshops etc., as per guidelines provided by the Head of Office or other programming or senior staff (arranging food, lodging, etc.).
Transport Responsibilities:
- Coordinate travel and logistics arrangements for staff and visitors.
- Monitor travel to ensure staff communicate as per protocols outlined in the CRS Daykundi Standard Operating Procedures (SOPs)
- Develop transport plans based on approved movement plans, and other requests in accordance with the CRS Daykundi SOPs
- Monitor movements to ensure they are in line with approved weekly movement plans. Share any changes with the relevant staff, ensuring security clearance before departure.
- Ensure teams travel during the approved hours of operation (8:00 am – 4:30 pm)
- Process driver per diem claims in a timely fashion (within 72 hours of return from trip)
- Ensure the safe and smooth loading, transport and unloading of goods using CRS leased or owned vehicles. Communicate proper transportation practices to staff so that all in-coming and out-going goods or materials are properly dispatched and received at the respective destinations/CRS offices.
- Ensure that both CRS and leased vehicles intended for the transportation of CRS staff or goods are legal and roadworthy. Conduct periodic assessments of transporters’ quality of service and monitor contracts for timely renewal and amendment.
- Work closely with the Procurement Assistant to assess and select transport companies, as well a market analysis of transport leasing in targeted areas, as needed.
- Ensure complete and detailed paper trails of transport services and assessments to maintain high-level accountability and transparency.
Stock Management Responsibilities
- Oversee the maintenance of warehousing/storage facilities, conducting regular inspections and cleaning of facilities.
- Prepare warehouse/storage facilities to receive goods. Assist with loading and offloading goods.
- Prepare necessary documents for goods receipt, dispatch, damage, loss, and disposal, and file records per established CRS policies and standards.
- Track stock consumption, guest house occupancy and fuel consumption for generators in an organized manner and provide monthly updates.
Lead the process of drafting Request for Goods & Services (RFGS), as needed/requested for Ashtarlay
Job Requirement
Basic Qualifications
- University degree in business administration, information technology or equivalent.
- Minimum 3 years’ experience in related field, preferably with an international NGO.
- Intermediate English and advanced Dari skills required – both written and verbal.
- Microsoft office 365 basic knowledge (Outlook 2016, Excel Online, Word Online, Microsoft Teams, Skype for business and online databases like Insight oracle-based system)
- Microsoft OneDrive usage, or any other similar cloud-based technology usage experience
- Basic knowledge of internet security and data privacy (phishing, Spam, Malware, Virus, Content Filtering)
- Understanding of basics on intranet usage and protocols
Supervisory Responsibilities: Drivers, Cook and Security Guards
Key Working Relationships:
Internal: Head of Office, Administrative Officer(s), Administrative Assistant(s), Procurement, Finance, HR, and Programming Staff
External: Office visitors, vendors, landlords and beneficiaries.
Required Languages – Intermediate-level English (reading, writing and speaking) and Native Dari speaker.
Travel - Must be willing and able to travel up to 50%.
Knowledge, Skills and Abilities
- Good planning and coordination skills and ability to prioritize competing priorities effectively.
- Good analytical skills with ability to make independent judgment and decisions.
- Proactive, results-oriented, and service-oriented with focus on meeting customer needs.
- Ethical conduct in accordance with recognized professional and organizational codes of ethics.
- Good negotiation, communication, and relationship management skills.
Preferred Qualifications
- Excellent partnership and team-building skills and the ability to interact well with staff, collaborating. agencies, government departments and local partners
- Proficient in MS Office package (Excel, Word, PowerPoint). Experience with database management systems (e.g., MS Access) highly desirable.
Agency-wide Competencies (for all CRS Staff)
These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results.
- Integrity
- Continuous Improvement & Innovation
- Builds Relationships
- Develops Talent
- Strategic Mindset
- Accountability & Stewardship
Disclaimer: This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.
CRS' talent acquisition procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.
EOE/M/F/D/V - CRS is an Equal Opportunity Employer.
Protection Acknowledgment: CRS prohibits all forms of abuse and exploitation towards children and vulnerable adults. As a professional candidate, you commit to adhering to the Agency’s policy on the protection, rights, and dignity of children and vulnerable adults and to safeguard them from abuse and exploitation as defined in CRS’ Safeguarding Policy.
Submission Guideline
Interested candidates can submit their applications by clicking on this link.
Submission Email
Interested candidates can submit thier application by clicking above link.