About Afghanaid

Afghanaid is a British international NGO (www.afghanaid.org.uk) that has been working in Afghanistan since 1983. Headquartered in Kabul, Afghanaid implements projects directly in 4 provinces and through partners in a further number of provinces and maintains a marketing and fundraising office in London. Afghanaid works in some of the most remote areas of the country and through a range of programme interventions supports the development of basic services, such as water and sanitation, access roads, education facilities and other community infrastructure; strengthens livelihoods through improved natural resource management, agricultural and small enterprise development, and improved access to markets; and provides humanitarian assistance in times of emergencies. Gender mainstreaming, local governance and community development are integrated into all of Afghanaid’s work. The results achieved have earned Afghanaid the respect and recognition of stakeholders as an effective and collaborative charity.

Job Summary

The Admin and HR officer works alongside the district team to provide timely logistical, administrative and human resource management support. As a member of the district team the post holder is responsible for the smooth running of day-to-day admin & HR tasks in line with established policies and procedures, systems, and processes and make recommendations for continuous improvement.

Duties & Responsibilities

Responsibilities:

District: Nili with frequent visit form all Districts 

Admin:

1. Supervise and/or implement the day-to-day administration and logistics activities of the Provincial/District Office and maintain appropriate manual and computerised records according to policy and procedure.
2. Ensure that all materials required for the projects are provided of the right quality, and at the required time and place as requested and that all purchases are made in a cost effective manner and in accordance with Afghanaid policy and procedure.
3. Establish, maintain and oversee up-to-date Provincial/District office records, ordering, issuance/assignment, repair and maintenance of all fixed assets and inventory items.
4. Ensure proper coordination of meetings and workshops/conferences and associated services such as transport and lodging, for the district office.
5. Ensure all legal obligations of the offices, e.g. lease agreement, maintenance contracts, are fulfilled and renewed in a timely manner.
6. Be an active promoter of healthy, clean, safe and well maintained living/working environments; suitable for both men and women.
7. Ensure that hygienic and healthy food and drinks are served to staff.
8. Act as a liaison person with provincial operations coordinator for technical support.

Human Resources (HR):

1. Take the lead in the recruitment of project staff with support of the Human Resources department.
2. Support the Operations Coordinator and HO HR team with timesheets, leave management and tracking of the provincial staff.
3. Support the Operations Coordinator and HO HR team on the provincial full-time and part-time staff payroll management and preparation.
4. Coordinate the safe and secure movement of staff and visitors and recording in the registration books.
5. Ensure that all administration staff have performance objectives set and that they are reviewed regularly in a timely manner
6. Ensure all staff have clarity about their roles and responsibilities.
7. Provide technical guidance and capacity development to the project team; build the capacity of staff through coaching, mentoring and exploring learning opportunities.
8. Deliver required trainings and mentor female middle management staff to ensure that the project has significant qualified women
9. Determine the need for hiring consultant/s for technical input, draft terms of reference and commission consultancies on an as needed basis.
10. Support the Operation Coordinator in HR record keeping.

Undertake any other duties as and when required by the line manager and/or overview manager.

Job Requirements

PERSON SPECIFICATION

Education & Professional Qualification

Bachelor’s degree in Business Administration with specialization in finance, Human Resource or related discipline.

Work Experience

More than 3 years of professional experience in Admin and HR.

Professional Skills, Competencies, Values and Attitudes

Afghanaid seeks a responsible and dependable Admin and HR Officer with strong initiative, judgment and adaptability as well as excellent skills in communication, organisational, interpersonal relations, decision-making, financial management and reporting.

Specifically, the holder of this position should also demonstrate the following:

1. Proficiency in computer software including Accounting Packages, MS Office etc.
2. Working knowledge of budget development, monitoring & control as well as financial reporting and analysis.
3. Advanced knowledge of internal controls and donor rules and regulations
4. Ability to deal with difficult, often challenging work situations.
5. Behavioural role model for peers and fellow team members.
6. Competent to work with significant levels of autonomy and able to meet tight deadlines.
7. A results-oriented approach to delivering work priorities in personal workload,
8. Creative and innovative in conceptual and analytical thinking
9. Sensitivity to gender issues.
10. Fluent in Dari, Pashto and English (written and oral).
11. Personal integrity, sense of humour, intuitive and self-motivation
12. Knowledge of personal strengths and weaknesses, active listener

Key Skills and Competencies

Essential

• Highly developed reporting, budget monitoring, and management skills.
• Excellent knowledge of community development and social mobilisation.
• Proven management ability and strong interpersonal skills – a team player.
• Ability to deal with difficult, often frustrating work situations.
• A willingness to live, travel and work in isolated and possibly dangerous locations.
• Gender sensitivity.
• Sensitivity to the Islamic culture.
• Commitment to support/develop the capacity of the national staff and of rural communities.
• Personal integrity and a sense of humour.
• Knowledge of personal strengths and weaknesses.
• Ability to manage conflicting priorities in personal workload.
• Knowledge of exit strategies and sustainability issues.

Desirable

• Experience or familiarity with INGOs.
• Proficiency in the most common computer software including word processing, and excel spreadsheets.
• Problem solving and leadership skills.

Submission Guideline

Please email a covering letter and your CV, by no later than 31^st Aug 2022 to vacancies@afghanaid.org.uk including your name and the job title in the subject line. Your covering letter should be no more than 1 standard A4 page in length and explain how you meet the essential and desirable position requirements and why you feel you would be a suitable candidate for this role. Your CV should be no more than 4 pages and include 3 professional references including your current employer. The precision and style with which you present yourself in your covering letter and CV will be given significant weight in short listing candidates. Application with no proper subject (requested above) will not be considered.

Functional Area

Public Administration

Countries

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