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| Head of Administration and Logistic | |||
|---|---|---|---|
| Country | Afghanistan | Province | Herat, |
| Categories | Other, | Type | Full Time |
| Post Date | 2024-05-16 | Close Date | 2024-05-31 |
| Vacancy No | WWAFG-HR-10-15052024 | Gender | male female |
| No Of Jobs | 1 | Contract Duration | 31/05/2025 to be extended |
| Education | Bachelor’s degree in Finance/Economics/Business Administration or Accounting, and/or any other relevant fields | Experience | Minimum of 4 years of experience in a relevant position with national and/or international organizations. |
| Organization | Opportunities for you | Salary | Organization Salary Scale |
About Company
About WeWorld-GVC: WeWorld-GVC is an independent organization that has been working in international cooperation and humanitarian aid for 50 years. It supports people in overcoming emergencies, and it strives to guarantee that everyone can have a decent and dignified life as well as opportunities and a better future. WeWorld works in 27 countries around the world, including Afghanistan, with more than 120 emergency, humanitarian aid and development projects. Focused on projects concerning Development Cooperation and Humanitarian Aid to guarantee the rights of the most vulnerable communities, especially women and children. In Afghanistan, We World-GVC, support Food Security/Livelihood, ES/NFI and Protection interventions in Herat Province. We World-GVC in the framework of its programs in Afghanistan is recruiting local staff to implement the project "Strengthening the food insecurity and disaster risk preparedness, prevention and response capacities of the Afghan population affected by the humanitarian crisis" in Herat funded by the Italian Agency for Development Cooperation (AICS). We World-GVC is an equal opportunity organization and will not allow discrimination based upon age, ethnicity, ancestry, gender, national origin, disability, race, size, religion, sexual orientation, socioeconomic background, or any other status prohibited by applicable law. We World-GVC has also a zero-tolerance approach to any harm to, or exploitation of, a child or a vulnerable adult by any of our staff, related persons or partners. Safeguarding checks are part of the selection process. We World-GVC commitment to being a safe organization begins with the staff recruitment process which includes meticulous checks, such as criminal records check or check disclosure of previous convictions, to ensure children and vulnerable people are safeguarded and abuse is prevented. We World-GVC promotes a welcoming, diverse and discrimination- and harassment-free workplace and expects the highest standards of behavior from all its staff, who are requested to adhere to the principles and behavioral rules defined in the CoEC and the Organizational Policies. The Code of Ethics and Conduct (CoEC), PSEAH, Child safeguarding and all the organizational policies can be found here: https://www.weworld.it/en/about-us/transparency.
Job Description
Purpose of the Role
Under the guidance and supervision of the Project Manager, local Administration, Technical Coordinator and Regional Logistics Manager, is responsible for managing all administrative and logistical aspects of the WeWorld-GVC projects in line with donors’ procedures to support the administrative and programmatic staff.
Budget and planning
- Collaborates with the Local Administrator and Regional Finance/Administration Coordinator to develop budgets and reviews proposed ones.
- Collaborates with the Finance and Administration Coordinator to monitor actual and projected expenses against the budget, to avoid under or overspending on projects.
- Helps improve internal budgeting processes by monitoring the accuracy and timeliness of budgeting processes to identify areas for improvement.
- Provides support in tracking core budget expenses.
- Provide necessary support to the project staff in all aspects of administration.
- Reviews the implementation status of the budget compared to the forecasts of the Finance and Administration Coordinator.
- Ensures full compliance and application of standard donors and WeWorld procurement rules, procedures and best practices.
- Monitors maintenance of the office equipment ensuring timely repairs when required.
- Coordinates the movements and activities of the Drivers and Follows-up of the Drivers list of duties, shift, and logbook.
- Assists in the training, briefing and welcoming of newly recruited personnel.
- Maintains administrative and logistical files (hard and soft) with necessary confidentiality where required.
- Guide and follow up of the security information to guards, drivers and relevant staff.
- Responsible for ensuring that the project goals, in terms of support operations, are efficiently achieved.
- t regular cleaning and maintenance of office facilities is done by the projects support staff and manage safety and security at the office.
- Translates and interprets the bills and other needed documents, when required.
- Undertakes any additional tasks as assigned by the RFAC, LA, RLM, CR, PM and TC.
Inventory Management:
- Follows-up inventory and updates in case of purchase, transfer, and written off in the Inventory Registration Database based on the ID.
- Verifies the labelling of all property goods in conformity with the inventory database.
- Verifies and updates monthly inventory list to be included in the monthly financial report.
Evaluation of audits
- Responsible for the follow-up of each audit in coordination with the Regional Finance and Administration Coordinator and Local Administrator.
- Ensures implementation of WeWorld administrative SOPs during the audit process.
- Responsible for disseminating good practices and notifications related to correct reporting.
Job Requirement
Knowledge/Experience
- University degree in social sciences, international cooperation, politics and international affairs, statistics, or Diploma in Business Administration or Business Management or any management field required.
- Minimum 3 years of experience within NGOs, including minimum 1 year within M&E/MEAL department. The ideal candidate has previously worked for NGOs in the programs/MEAL department and has concrete and proven experience with Monitoring and Evaluation activities, specifically in the development and humanitarian context. Previous experience in Food assistance projects is a plus.
- Professionalism – understanding of the management and operations of development organizations. Demonstrated ability to apply good judgment in the context of assignments given.
- Planning & Organizing - Ability to plan own work and manage conflicting priorities.
- Management – Ability to manage staff and contribute to the skills and capacity building.
- Communications - Good communication (spoken and written) skills, including ability to explain and present program related information/requirements and prepare written documents/communications in a clear and concise way.
- Technology Awareness – Good computer skills using Word, Excel and PowerPoint.
- Teamwork - Good interpersonal skills and ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
- Knowledge of developing proposals and budgets will be an advantage.
- Fluency in Dari, and excellent in English (listening, reading, writing, and speaking).
- Ability to multi-task, be flexible, and effectively lead the team in pressure working environment.
- Extensive experience in capacity building through conducting training sessions.
- High proficiency in mobile data collection tools such as KoboToolBox, ODK, and Survey123 is mandatory.
- High proficiency in Microsoft Office 365 (especially Excel, Word and Outlook) is mandatory.
- Proven technical skills in monitoring and evaluation and experience with both qualitative and quantitative data collection and analysis is mandatory.
- Good analytical and writing skills and good capacity to produce high-quality reports in English is mandatory.
- Demonstrated experience in developing data collection tools and methodologies is preferred.
- Demonstrated experience in implementing Feedback & Complaint Response Mechanisms is preferred.
- Demonstrated experience in complying with PSEA and Child Safeguarding policies is preferred.
- Ability to independently organize work and prioritize tasks but also to work as part of a team.
- As a plus familiarity with IM systems and analysis software (PowerBI, R, Python, and Stata etc.) or with any coding language is a plus.
Submission Guideline
Please submit CVs and Cover Letter outlining why you are interested in the position and how your skills and experience match the skills, qualifications and competencies required for this position.
Applicants who meet the qualification and requirements for the mentioned position will be selected on a rolling basis, with the last date for applications being 31 May 2024.
Application to be sent to af.hr@gvc.weworld.it
Do not submit academic certificates with the application. These will be requested if the candidate is selected jointly with a PSEAH self-declaration and disclosure form signed (provided by WeWorld).
Only pre-selected candidates will be contacted the applications will be reviewed as they are received and the position maybe before the deadline