Operation Officer

About CREATIVE

Job Summary

The Operations Officer is responsible for all aspects of operational support for the smooth and efficient running of the Regional (Program) Office (RO). Her/his duties relate to a number of areas; Finance, HR, Office Management, CIT, Security, and Procurement procedures. Procurement work will be conducted by the Procurement Assistant (PA) at the direction of the Regional Program Manager (RPM). These duties will be performed in accordance with the direction provided by the Regional Program Manager and under technical advice from the D-CoP for Operations.

Duties & Responsibilities

Finance
• The Operations Officer will receive, disburse and account for all funds in accordance with Creative regulations.
• Maintain accurate records of all cash and cheques disbursed and received with supporting documentation.
• Balance accounts daily
• Make monthly cash requests to Kabul by the 15th of each month
• Collect funds from the bank, as required
• Reconcile vouchers with bank balance and cash books
• Complete the monthly payroll for all staff in the RO
• Turn in cash books at month’s end to the Finance Manger in Kabul, according to Creative Regulations
• Complete a monthly financial report by NLT the 7th of each month, and forward to Kabul for review.

HR
• Maintain detailed and accurate records of all staff, their contracts, leave, time sheets etc
• Confirm attendance records on behalf of the RPM
• Maintain leave performance management and benefit records for all staff
• Process all claims for medical expense reimbursement on behalf of the RPM

Office Management
• Maintain an open and working relationship with the main tenants of the property.
• Ensure that the office car and driver are available as required and prioritize vehicle allocations.
• Support RO staff and Kabul staff in travel arrangements and hotel bookings
• Collate and forward Monitoring and Evaluation system data to Monitoring and Evaluations Specialist (M and ES) in Kabul office
• Collate and forward grants administration information to Database Administration (DA) in Kabul office

CIT
• Ensure collation and entry of PMIS database information as required
• Maintain the Regional office CIT systems operating at the most efficient level.
• Liaise with the CIT Manager in Kabul to resolve any issues and if appropriate make minor repairs to the CIT systems
• Maintain the CIT Inventory
• Oversee use of mobile phone expenses on behalf of the RPM.

Security
• Ensure that the Regional office is maintained in a safe and secure manner
• Perform routine check on fire safety equipment
• Communicate security information to other staff in the Regional Offices
• Liaise with the security manager in Kabul on a daily basis to discuss any security issues in the regional program area.

Procurement
• Ensure Federal Acquisition Rules (FAR) are made available to Procurement Assistant (PA)
• Conduct periodic checks of the procurement assistant’s (PA) application of FAR.

Job Requirements

• Five years finance, IT, logistics, procurement or related experience in a general donor or international NGO environment.
• Use of electronic terminals and standard office equipment and performs data entry.
• Knowledge and experience of USAID FAR regulations preferred
• English fluency, both written and spoken. Dari and Pashto preferred.
• Must be an Afghan national.

Submission Guideline

Interested applicants should forward their application to recruitment@crea-af.com clearly stating in the title line: Operations Office – Applicant’s Name, applicants may wish to include:
• Their cover letter, in English. The cover letter should include:
o Present or last employer
o Post held
o Reason for leaving
o An active/live point of contact for a reference who will be able to confirm this information
o The last salary (monthly or yearly)
• Their CV, in English
• Scanned copies of appropriate and applicable qualifications
• An availability date

Women and minority candidates are strongly encouraged to apply. Only applicants selected for interview will be contacted.

Functional Area

Management

Countries

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