Administration Officer

Administrative - Provide day-to-day backup support to the Regional Administrative Officer in all areas of work such as initiate, process, monitoring/reviewing and follows up actions related to the administration, Finance, logistics, procurement and human resources, and finally Air Operation activities. - Assist the Regional Administrative Officer 'RAO' in terms of repair and maintenance of UNAMA premises. Acts as Administrative Representative in meetings as well as negotiations for premises in the region - Provide advice and guidance to the staff concerning administrative procedure liaising with central administrative services as necessary. - Prepare and dispatch documents to mail, fax digital sender and pouch, and provide photocopying assistance to the units. - Keeping track of VISA expiry dates for international colleagues and receiving VISA and work permits to the ex-pats after following up the official pads via governmental offices. - Create and maintain administrative files and official correspondence records. Maintain stationary and other basic supplies for the regional office and establish and maintain records of incoming and outgoing materials. - Translation and interpretation of the handbooks. - Assists in arranging accommodation for International and National staff visiting assigned duty station - Provide training from the view of the Admin for the subordinates and all staff in order to respect to the administrative rules - Necessary arrangement and providing work plan for subordinates for their better achievements Perform any other task as requested by the supervisor Human Resources:- - Ensuring UNAMA Policy and procedures have adhered in all HR aspects, recruitment, attendance, punctuality of staff members, steps and grades, dependency allowance, check inn and check-outs etc --- - Preparing a proper chain of command and staff structure within the office - Organizing pannel board while recruitment and always being present as pannel member from the view of HR perspective - Sending invitations to the candidates of the interview in order to receive their confirmation of presence on thethe day of test/interview - Preparig staff evaluation reports in the INSPIRA system for home which do not have access to the internet i.e. Security Guards, Drivers and cleaners / gardeners and Generator mechanics Preparing all staff documents related to their dependants such us filling in the P-84, MIP, declaration forms, and benefeciaries forms for the staff members - Prepring staff dependency forms and sending for the process to central HR unit. - Sending staff memmebers documents either via pouch and line to the referral departments for further process and following up their payment via finance. - Keeping track of National and international staff’s attendance either via FSS and and on separate excel sheet . - Keeping proper filing system for the every singly staff membecontainingains copy of all staff related documents - Assisting the staff in completing personal induction forms and submitting to the personal section for processing,. Aviation responsibilities - receiving landing clearance from US base, using ICOM while landing the air craft, delegating with the crows, re-fuling of the aircraft, and finally air operation reporting to the Air operation unit in Kabul. - Attend UNAMA flight; felicitate cargo and passenger transportation to airport and vice-versa. Prepare road mission requests; arrange for security clearance for staff and visitors traveling to Kabul or the regions. - Support processing and managing routine administrative in various functional areas. - Assisting booking team in passengers’ reservation and flight manifests. - Post and broadcast the approved schedule for the information of all passengers including the availability of seats. - Communicating verbally and in writing in the English language and produce accurate and concise technical reports (monthly, quarterly, and ad hoc reports). - Prepare and collaborate in the production of reports including the production of forms, tables and charts providing details on the area of activity. - Prepared flight schedule and flight manifest for the passengers. - Providing training for the users in the online booking system - Organize meeting with customer (User Group), maintain and establish close contacts with customers on regular basis. - Supporting the head of unit for conducting passengers and heads of organization survey and preparing analysis reports. - Receive feedback by conducting customer surveys regarding operation (before, during and after the flights) and identify/explore any special needs and services for customers. - Ask the customers to fill a post complaint and/or remark feedback form to be filled with the complaint in the log (Keep record of all complaints and/or remarks from the customer feedback). Financial:- - Preparing monthly budget forecast for the forthcoming expenses within the office - Verify vouchers and supporting documents such as invoices, delivery receipts, claim papers, landlord and other contracts, before the payment takes effect to the contractors. - Clearing of the vendor’s account via UMOJA and sending them a complete end–monthly report - Keeping a proper filing system for financial documents i.e. collecting all relevant expenditures documents, into the folder to be easy access by auditors and HoO. - Collecting invoices, order forms, requisitions, comparative evaluation rates, and quotations, for expensive purchases - Matching the expenditure in full compliance to the budget codes. - Registering the invoices to the cash book, making coverslips, and the financial report sending to the regional Finance Manager for their closure and opening balance for the next month. - and finally giving a comprehensive monthly report of finance to the RAO office both in soft and hard copies. - Prepare DSA/F10 claims of all UNAMA personnel for review/verification of the RAO and further submission to HQ. Logistics, procurement and transport management:- - Preparing RM “Road Missions” and Movement of personal “MoP” to all supportive and substantive staff via system and sending a copy to SOC “Security Operation Center” for an operational reason. - Assigning the drivers for the official movements internal and external of the province, - Providing proper induction to the drivers in order to adhere to transport regulation as well as to be always aware about their vehicles maintenance requirements. - Receiving fuel for from the vendor on monthly bases and distribute to the power Generators as well as to the vehicles and sending monthly fuel consumption report to the regional logistic office for their records and files. - Collecting quotations from the local vendors while necessary, having active part in the bidding process in order to select a suitable provider for requirements. - Giving proper options to the regional office to the interest of the organization in all over procurement issues such as construction activities, rental vehicles, lease agreements, and etc -- - Providing full awareness to the Generator mechanics and Drivers for maintenance of the Generators and vehicles in accordance to the time sheet/log book - Office compound maintenance i.e plumbing, painting, repairing and finally the analysing the office to be fully in accordance to the security norms - Receive and inspect fuel invoices of vehicles and powering generators for RAO’s review and approval. - Purchasing the necessory items for the office after approval by RAO and relevent seciton - Registering the invoices into the UMOJA,

Office Administrator

Finance works • Keeping active part on the annual budget allocation for the sub projects within organization • responsible for receiving and expending funds and maintaining accurate records of the same, with receipts; • responsiblee for bank transactions in line with NRC policy and procedures; • Post income and cost into bank cash boxes i.e. USD and AFA and keep it updated • Focal person between HQ and Field offices in regard to funds requests and other payments through bank; • obtaining of monthly bank statement and reconciliation of bank accounts within the stipulated period; • responsible of accurate payroll transfer to the bank and follow-up on the transaction on individual staff accounts; • Responsible for release of payment to contractors & other payments as stipulated in the contract/agreement(s) & in line with NRC policies and procedures and verifying the payments. • Assist the FM in audit related work for year-end reports and tax declarations; • Responsible for filing the vouchers and other financial documents in NRC’s standard filing system and sending a copy to the HQ on monthly bases. • responsible for budget and accounts code in consultation with the Finance Manager on a payment basis; • budget reforming on annual bases to be much precise and realistic. • Performs other duties as assigned by FM or, in his/her absence, the Regional Finance Manager. Administration works • Supporting Project Coordinator, consistent with applicable laws and procedures and NRC’s standard operating procedures and instructions; • timely records of funds received and expended, with receipts, to the finance officers in NRC Main Office; • maintain and update hard copy files of documents and maintain an accessible filing system for use by the staff of the office; • translations of notes and documents into English and Dari; • conducting the meeting with subordinates and taking minutes and preparing after meeting report to the project manager • participate in NRC staff seminars and training, when scheduled; • help distribute information important to the work of other offices; • help exchange of information with relevant external sectors; Logistician and procurement works • Implement and manage activities relating, specifically, to procurement activities (sourcing, delivery and asset management); • Manage supplier relationships and delivery of goods and services as required by the NRC ; • Preparation and submission of monthly reports (such as carpool and monthly inventory) to HQ; • Implement internal controls and procedures designed to ensure strict compliance with the NRC Logistics (procurement) handbook and the standard operating procedures detailed therein; • Draft and dispatch quotation requests and/or tenders; • inspecting the vehicle fleet, as well as generators while also providing advice and guidance in accordance with NRC’s Vehicle Management guidelines; • preparing Road mission papers and sending the travel document to security for their approval. • Manages drivers in close consultation/coordination with PC’s; • Ensure all NRC assets are placed on the standard NRC inventory ; • Ensure vehicle logbooks are maintained including record of fuel expenditure; • Manage office attendants such as cooks/ cleaners; Human Resource works • Keeping an active part as a panel member in the interview for local hiring • Sending invitations to the invitees for the test/interview • Preparing interview and comparative evaluation reports for the interview participants • As attendance monitoring for the staff members for accurate recording of their AL/SL/OB and so on -- • Keeping track of all related file to each office personnel in separate file for easy access and info and updating the staff data in to the data base • Preparing contracts and amendments for staff

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