Role’s Purpose:

Under the direct supervision of the Regional Director, the Administration Specialist works with other members of the operations team, including procurement specialist, field cashier and IT specialist, to ensure smooth operations of the regional office activity and compliance with DAI/USAID policy and procedures detailed in the project Field Operations Manual.

Objectives and Duties

Administration

Keep detailed records of stationery and office supply, and request for procurement when the stock is low.
Manage responsible use of office resources at the office and report any abuse to Regional Director or appropriate senior management team member.
Submit operations procurement requests (except IT items) in a timely manner to ensure that the regional office has adequate resources for daily operations.
Prepare any staff announcements as instructed.

Facilities & Inventory

Inspect office facilities periodically, identify repair and maintenance needs, and ensure that all necessary facilities are provided and in good condition to support regional office activities.
Keep accurate records of office inventory and submit monthly inventory report to F&I Manager in Kabul.
Keep accurate records of generator logbooks and fuel consumption records. Submit monthly fuel consumption records to F&I Manager in Kabul.
Manage vehicle folders and keep complete records according to DAI procedures and filing requirements.

Work with Risk Coordinator to research and maintain an up to date database of accommodation options throughout project locations.
Work with Risk Coordinator and drivers to ensure accurate records of vehicle logbooks.
Support meeting and events logistics arrangements including but not limited to refreshments, venue set up, etc.
Other duties assigned by the supervisor.