Administrative Manager- Kandahar

About Tetra Tech

Job Summary

The incumbent serves as the Administrative Manager on USAID’s Engineering Support Program (ESP) being implemented by Tetra Tech. In this capacity, he/she has specific administrative and managerial responsibilities. Working under the policy guidance of the Expatriate Admin Specialist, the Administrative Manager provides day to day guidance and direction to the Administrative and Operations staff. In addition, the incumbent will establish and improve administrative standards, work with security to maintain the project vehicle fleet, will manage stationery, food and other supplies for the villa. He/she will supervise the maintenance staff and provide support to the kitchen and cleaning staff.

Duties & Responsibilities

Serves as administrative expert for the Engineering Support Program in Kandahar.
Provides administrative guidance to all staff members, technical and non-technical.
Evaluates administrative processes and procedures to determine areas of improvement.
Assists with tracking various project expenditures.
Reviews various administrative reports.
Ensure proper project filing for all the elements that the position is involved with.
Assists service staff in completing weekly time cards using automated time keeping system.
This position requires well developed inter-personal and management abilities, sound judgment, and ability to develop successful working relationships.
The incumbent must work with only general organizational policy guidance and exercise a high and constant degree of personal initiative. The individual must be able to set and meet deadlines in a complex organizational structure.

A. Establish/Improve Administrative Standards (25%)

The incumbent is responsible for establishing and improving administrative standards by utilizing process improvement methodologies to identify areas in need of improvement. Specific responsibilities include:

Evaluate administrative procedures and utilize improvement process methodologies to make administrative processes more efficient. Such processes include travel requests, meeting requests, and expense report submittals.
Train Admin staff on any administrative requirements and ensure to keep business and living areas clean and clutter free.
Ensure that all utility and other bills are correct and are paid on time.
Help security department with any admin requirements as required from time to time.
Keep accurate inventory records and work hand in hand with the Kabul based Property Manager.

B. Maintaining Tracking Sheets for Admin/Facilities/Services/IT Expenditures (20%)

In this category, the incumbent:
Assists in tracking administrative expenditures including office supplies, job/procurement announcements and morale.
Assists in tracking facilities expenditures including food (groceries, frozen meat, fresh meat), water (small and large bottle), facilities maintenance/repairs (plumbing, electrical, UV systems, equipment replacement, etc.), gray water and garbage removal and fuel consumption.
Assists in tracking services expenditures including cleaning supplies, uniforms, and medical check-ups.
Assists in tracking IT expenditures including laptops, cell phones, UPS, keyboards, cables, toner cartridges, plotter paper, and copier maintenance.
Create and maintain daily, weekly and monthly maintenance checklists for subordinate staff (i.e. alarm systems, smoke detectors, generators, UV system, etc.).
Track all facilities related expenditures to ensure budgetary compliance by creating and maintaining tracking sheets for fuel and electrical usage, gray water and garbage removal and maintenance and repair costs

C. Manage villa and office Supplies and Systems (35%)

The incumbent's responsibilities for the management of supplies and systems include:

Develop and maintain a Maintenance Program to include an accurate equipment and facility inventory, identifying what needs to be maintained, inspection and servicing schedules and repair/work order log
Coordinate with direct supervisor for all facilities requirements
Procure all stationery supplies needed for the Kandahar office.
Organize supply stock and control stationery inventory.
Manage and maintain cleaning and food supplies inventory.
Ensure fuel, gas, kerosene, and other reserves are adequate.
Check all electrical, generator, AC and water systems to ensure proper functioning
Check all bathrooms, kitchen and other areas of the villa and adjacent buildings daily to ensure proper functioning of all equipment and systems.
Supervise the Chief of Maintenance, Maintenance Technician, cleaning and kitchen staff by prioritizing their daily responsibilities to include preventative maintenance tasks, necessary repairs, providing guidance and completing their performance appraisals.
Develop a Facility Notebook to include summarized historical maintenance information, maintenance inventory, and resource request and maintenance logs.
Develop and maintain a Maintenance Program to include an accurate equipment and facility inventory, identifying what needs to be maintained, inspection and servicing schedules and repair/work order log

D.Manage Vehicle Fleet (10%)

The incumbent is responsible for managing the fleet of vehicles that includes AVs, soft skin vehicles. Specific responsibilities include:
Work with deputy risk manager to track vehicle maintenance and repair costs, fuel consumption, paperwork renewal and location.
Identify vehicle needs as staff levels increase.
Identify other needs/issues and notify Admin Specialist.

E. Other Duties (10%)

Assist Kabul HR Department and Admin Specialist as necessary.
Perform all other duties as assigned Kabul based Admin Specialist.

Job Requirements

Education: High School is must. University Degree is preferred.

B. Prior Work Experience: A minimum of 3 years of progressively responsible, relevant work experience is required. Experience running an expatriate guest house desirable.

Language Proficiency: The incumbent must possess a very high degree of proficiency in both written and spoken English. The ability to translate is desirable.

Leadership and Knowledge: The incumbent must be able to demonstrate leadership abilities and a clear understanding of the policy.

Abilities and Skills:

Ability to organize, analyze, interpret and evaluate information necessary for the position.
Ability to assume program management to consider all aspects of the program to endure proper planning.
Ability to communicate clearly, concisely and effectively with all levels of personnel, both within Tetra Tech and outside.
Ability to prepare meaningful written reports and presentations for various purposes.
Ability to function as part of a team.
Familiarity with Microsoft Office software including Word, Excel, and PowerPoint.
IV. POSITION ELEMENTS

1. Supervision Received: The incumbent reports to the Expatriate Admin Specialist and works with all departments. Must be able to work independently and in a team in the achievement of short-term goals and long-term strategies.

2. Exercise of Judgment: The incumbent must be able to exercise judgment in professional responsibilities and in the application of USAID rules and regulations and interpretation of USAID objectives and priorities.

3. Relocation Costs: Tetratech will not be responsible for relocation costs. Candidates from Kandahar city and its environs are preferred.

Submission Guideline

Interested Afghan National candidates should submit their applications via e-mail, indicating on the SUBJECT line the title and vacancy number of the position applied (Administrative Manager- Kandahar-2018-113) to the below address. Please note that applications received after the closing date will not be given consideration. Only short-listed candidates whose applications respond to the above criteria will be contacted for an interview.

Functional Area

Administrative

Countries

Submission Email

gls.esp.hr@tetratech.com

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