Senior Admin Officer

About NDI

Job Summary

Assist the Senior Administrative Manager with developing and implementing all administrative and human resource policies & procedure.

Duties & Responsibilities

Keep abreast of any changes in Afghan labour laws and how they could impact the staff and the organization.

Become expert of the Afghanistan Host Country Employee Handbook and on all policies pertaining to local staff recruitments, orientations, benefits, probation evaluations, performance reviews, disciplinary actions and separation from employment.

Become the point person for all recruitments; developing job descriptions, posting job requisitions, creating vacancy announcements, coordinating interviews, conducting references checks, formulating offer letters and employment contracts along with the Senior Administrative Assistant.

Carryout post-employment functions such as submitting Hiring Forms to NDI-DC, collecting personal employee data for insurance, conducting orientations and trainings, coordinate the probation evaluation process along with the Senior Administrative Assistant.

Coordinate the annual performance review process by sending out self-evaluations, supervisor performance evaluations and recommendation for adjustments to ensure that all salary and benefits adjustments are carried out in an accurate and timely fashion.

Maintain the integrity of the staff personnel files by storing them in a confidential manner and ensuring that all documentation is available and updated.

Review the staff monthly time sheets and verify that all information recorded is accurate before sending it to the Finance team for salary payments.

Verify all annual, sick, bereavement, maternity and other leave with the Senior Admin Assistant (HR).

Maintain accurate files on all service contracts such as vehicle rentals, telephone contracts and internet providers.

Assist in maintaining accurate files for all office and residential leases. Update the schedule which ensures that all leases are renewed, payments made in a timely fashion, properties are terminated or new properties are sought.

Assist in the drafting of all quarterly, semi-annual or annual reports required by Afghan governmental bodies. Become the point person in liaising with government officials on behalf of the institute.

Work with the Senior Government Liaison Officer in ensuring that all international visas and work permit are obtained and renewed in a timely manner.

Fly to regional office to assist in administrative assessments when required.

Train and supervise the Senior Admin Assistant (Procurement) in carrying out all procurement requests in a timely and transparent manner using purchase requests and adhering to all NDI standard procurement policies. Direct all large or high cost purchases to the NDI Bid Committee for vendor selection and or routing through NDI-HQ.

Document any purchase that must be inventoried with copies of purchase requests/orders, bid analysis, invoices, and delivery notes before submitting to finance for payments.

Check all procured items upon delivery handing over the item to the Director of Finance & Admin for property tagging and inventory control.

Supervise and properly train the Admin Assistant (Storekeeping) responsible for maintaining stock of all office supplies, kitchen and IT consumables for NDI events or for daily office use.

Review the Purchase Requests of all office supplies, kitchen and IT consumables by regularly reviewing the bin card records of items received and dispensed. Perform periodic spot checks on all items kept in stock and report any discrepancies to the Director of Finance & Admin for action.

Fly to regional offices to assist in operational assessment falling under Administration’s domain when required.

Directly Supervise and coordinate the daily activities of the Senior Administrative Assistant (HR), Senior Admin Assistant (Procurement) and Admin Assistant (Storekeeping)

Perform all other operational tasks deemed necessary for the smooth running of the NDI-Afghanistan program by the Senior Administrative Manager and or the Resident Director of Finance & Administration in his absence.

Job Requirements

Bachelor Degree in the fields of Human Resource and Management.

Diploma in Computer Skills (MS Office, Internet and Outlook).

Fluent ability to write and read local languages and English


Organizational and analytical and interpersonal skills.

Government liaisons (governmental reporting, writing & responding to the governmental departments’ letters/memo.

Human Resources/personnel management skill

At least over 5 Years of Experience in the field Administration management.

Experience in working with international NGOs

Ability to work under pressure

Prior experience working in a multi - cultural environment is required

Ability to travel around the country

Able to work long hours when needed.

Human Resources/personnel management skill

Submission Guideline

In order to be considering for the position above please send your letter of application along with an updated CV and three professional references to the following email address: Afghanistan_recruitment@ndi.org by Thursday, June 28th 2012.

Functional Area

Administrative

Countries

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