Job Description:

 The incumbent will be hired under the PMWRA fund, and his job related activities would be i-e. Management, supervision, maintain control the regional inventory, providing facilities for DMAC personnel, and providing all related records, Analyses and maintains an overview of the work of the office to ensure that timely administrative support is provided, prepare Travel and Leave Plans, ensure that all financial transactions and administrative activities are conducted in strict conformity with DMAC Rules and Regulations  Providing accurate expenditure plans and accomplishing related process assist in providing security technical advice on planning and asset deployment to mine action organizations.

He/She will Work under the direct supervision of the DMAC Regional Manager, The responsibilities of the AFL (Admin/Finance & Logistic Senior Assistant will include but not limited to

Job responsibilities:

• Arrangement of monthly, quarterly and six months’ work plan in accordance with the general plan, in order to achieve the strategic goals of the department.
• Maintain the Regional Office inventory; receives and issues equipment receipts from headquarters.
• Assist the Regional Manager in performing duties with project personnel, local authorities and other national and international agencies in the region regarding personnel, equipment, administrative and logistic matters and others as applicable.
• Builds and maintains effective relationships, with the team, colleagues, Members and other stakeholders.
• Prepares financial, procurement, logistics and administration related documents, tracking and preparing projections of expenditures as well as other financial monitoring duties.
• Make hotel and transport bookings for DMAC personnel.
• Prepare local travel authorizations for the staff and forward to HQ for approval.
• Maintain the Regional Office filing system including recording of all incoming/outgoing correspondence.
• Maintain log records of vehicles and generators.
• Assist the Regional Manager in preparing and managing local contracts for outsourcing logistics/admin requirements.
• Supervise drivers, cleaners and Chowkidars.
• Prepare quarterly progress report.
• Analyses and maintains an overview of the work of the office to ensure that timely administrative support is provided.
• Manages the daily operations of the DMAC RO complex
• Ensures that appropriate office control systems are maintained such as filing, mail processing and maintaining of premises.
• Supervises junior staff assigned to the office complex, such as cleaners, handy man, gardener

Human Resource:

• In close collaboration with the Regional Manager, prepare Travel and Leave Plans (Quarterly) for all the staff for onward transmission to DMAC HQ, Kabul.
• Monitors administrative aspects of the regional office/staff and evaluates discipline and punctuality of the staff to the assigned tasks.
• Ensure that leave requests as well as travel requests agree with the above.
• Prepare and maintain daily attendance sheets in respect of all Service Contracts of the staff assigned to the region.
• Prepare monthly leave records in respect of the above-mentioned staff for submission to DMAC, Kabul.
• Maintain and prepare monthly leave reports in respect of the casual labor; guards/cleaners for submission to DMAC, Kabul.
• Maintain personal files in respect of the above staff.
• Receive and forward the staff medical claims in respect of contract modality to DMAC, Kabul.

Finance:

• Ensure that all financial transactions and administrative activities are conducted in strict conformity with DMAC Rules and Regulations.
• Verify the validity of invoiced charges and maintain detailed record of each transaction relating to financial and administrative operations.
• Prepare payment vouchers ensuring accuracy in the use of proper budget lines.
• Maintain proper project budget accounts, prepare and submit vouchers and financial reports to DMAC, Kabul for consolidation.
• As a Petty Cash holder, he/she is responsible for petty cash transactions.  Reconcile Petty Cash book at the end of each month.
• Prepare monthly forecast of Expenditures.

Security:

• Collate and retrieve security information from a wide variety of sources.
• Liaise with INSO, UNDSS, UN Agencies, and NGOs on security related matters
• Ability to draft correspondence for the approval of the Security Unit/DMAC Regional Manager.
• Responsible for the filing system.
• Screen information received on security matters and produce reports as needed.
• Supervise DMAC RO Guards and oversee DMAC RO internal Security Systems.
• Supervise security arrangements at the MDD Accreditation Site.
• Assist in providing security technical advice on planning and asset deployment to mine action organizations.
• Perform other duties related to the task assigned to him / her by the relevant authorities in accordance with the laws, regulations and objectives of the department.