Operations/Administrative Assistant

About Sarey

Job Summary

Under the direct supervision of the Senior Operations Manager and general direction of the Chief of Operation the Operations/Administrative Assistant is responsible for the following assigned tasks:

Duties & Responsibilities

• Establishment and maintenance of filling system
• Responsible for sending out or distribution of operations relevant documentations to the concerned references/departments
• Booking venue for all operations relevant meetings, workshops, TWG etc
• Preparation of Operations statistical reports
• Filling and administrative follow up of all electronic communications
• Record keeping for all budgetary activities
• Maintain personnel documents including leave, pay and performance reports
• Provide administrative support to OPS meetings and workshops and preparation of documents for briefings, meeting, travel, etc
• Process Travel authorization and logistics requests of OPS department
• Make sure all the operations related reports are received in accordance to the deadline from Area Mine Action Centre (AMACs)
• Updating the De-mining/Non-demining accident incident database Preparing briefing accessories, briefing room and make sure every thing required for briefing, conferences are ready in advance
• Preparing the monthly, quarter and annual budget forecasts for OPS department
• Inventory of OPS department and AMACs’ equipment
• Preparation of OPS meetings minutes
• Assist with flight and accommodation booking to OPS staff and processing the road mission clearance requests
• Arrangement and scheduling of visits for visitors
• Coordinating the arrangement of official travel for OPS staff with MACCA AFL section, e.g. provision of tickets, travelling charges, visas, security clearance etc. Issues Local Travel Authorizations. Briefs staff on all policies and procedures relating to official travel. Calculates entitlements and processes payments.
• Updating Operational maps and informational boards
• Preparing Mine Action Programme of Afghanistan (MAPA) planning calendar
• Provide summary of AMACs’s monthly narrative reports
• Issuing task data sheet for the IPs using IMSMS system
• Coordinating and record keeping of documents to be translated by the translators

Job Requirements

• Secondary Diploma required or relevant certificate plus 2 years of additional relevant experience.
• 2 -3 years of practical experience in relevant field.
• Fluent in English Dari and Pashto both oral and written.
• Computer literate in Email, windows applications and spreadsheets.
• Ability to work independently while under pressure.
• Familiar with filling system.

Submission Guideline

Interested candidates who meet the above-mentioned criteria must submit a covering letter along with Personnel History Form (P.11) at: vacancies@macca.org.af or to the address below.

MACCA Office, Charahee Sadarat, beside Alfalah Bank.

The Personnel History Form (P.11) is available at:http://www.un.org/Depts/dpko/field/p11.pdf

Please note that only short listed candidates will be contacted for interview.

Female and candidates with disabilities are encouraged to apply.

MACCA provides some special considerations for its female staff.

Functional Area

Administrative

Countries

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