Admin Officer

Admin-Clerical
Helmand
January 29, 2024
Full Time
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Job Description

About IRC (International Rescue Committee):

Founded in 1933 at the request of Albert Einstein, IRC responds to the world’s worst humanitarian crises, offering lifesaving care and transformative assistance to refugees. Operating in over 40 countries and 22 U.S. cities, IRC restores safety, dignity, and hope to millions uprooted by war or disaster. Our programs in Afghanistan, initiated in 1988, focus on child protection, education, economic well-being, health, and power, spanning 10 provinces with a team of over 1000 dedicated staff.

Compliance with Policies:

Adherence to IRC Way and Safeguarding Policies is crucial. IRC maintains a zero-tolerance approach to IRC Code of Conduct violations, ensuring the highest standards of professional conduct and safety for all associates.

Job Description:

General Duties:

  1. Efficiently manage office premises and facilities in HLM, ensuring compliance with IRC-A standards.
  2. Oversee administrative supplies, office equipment, and asset maintenance.
  3. Ensure timely replenishment of office supplies and maintain accurate records.
  4. Coordinate refreshments and logistics for events, trainings, and workshops.
  5. Supervise support and maintenance teams, promptly reporting any issues.
  6. Conduct field visits for administrative issues, reporting findings to the Kabul admin team.
  7. Manage lease agreements, ensuring compliance with contractual obligations.
  8. Process rent payments for IRC-A rented premises and ensure prompt payment to landlords.
  9. Collect and share Paid Tax Papers of all premises with respective landlords.
  10. Act as the focal point on behalf of IRC with landlords.
  11. Manage accommodations for visitors and staff, ensuring hygienic and well-furnished guesthouses.
  12. Provide excellent guest service experiences, addressing complaints and fulfilling requests.
  13. Oversee petty cash management, including disbursements, reconciliations, and documentation.
  14. Raise purchase requisitions (PRs) as requested by the supervisor.
  15. Assist in preparing per diem, reimbursement, and other staff benefits.
  16. Fulfill any other relevant duties as assigned by the supervisor.

Specific Duties:

  • Assist in the efficient management of office premises and facilities, adhering to IRC-A standards.
  • Manage space allocations, ensuring proper and comfortable space for each department.
  • Oversee administrative supplies, office equipment, and asset functionality.
  • Ensure timely replenishment of office supplies and maintain accurate records.
  • Coordinate logistics for various events within and outside of IRC.
  • Supervise support teams, including cleaners, cooks, housekeepers, and maintenance staff.
  • Manage lease agreements, ensuring compliance.
  • Process rent payments promptly and ensure landlords receive payments.
  • Manage accommodations for visitors and staff, ensuring guesthouses are well-maintained.
  • Provide high-quality guest services throughout their stay.
  • Oversee petty cash management and raise PRs as requested by the supervisor.
  • Assist in preparing staff benefits and perform other relevant duties assigned.

Job Requirements:

  • Education: Bachelor’s degree in BBA or related fields.
  • Experience: At least 2 years 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.
  • Excellent communication and reporting skills.
  • Fluency in Pashto, Dari, and English.
  • Computer skills (MS Word, Excel, Access, and Internet) are an advantage.
  • Ability to work collaboratively and professionally with diverse backgrounds.
Submission Guidelines:

For IRC- Afghanistan Internal Candidates:

“The IRC encourages employees to remain in a position for at least one year and be in good standing before applying for another position within the organization. We are flexible for IRCA employees who have worked in the current IRC position for at least 6 months or above.”

All qualified candidates are requested to open the given link and follow the instructions:

Apply Here

Note:

Applicants who recently applied/interviewed will not be considered again.

Applications without the given link and/or online system will be disqualified.

Shortlisted candidates will be directly contacted for a written test and interviews.

If not contacted TWO or FOUR WEEKS after the closing date, consider your application unsuccessful.

Submission Email:

Refer to the submission guideline.

See Also: MEAL Officer (Female Only)

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