Administration Manager

Swedish Committee for Afghanistan (SCA) invites all qualified candidates to apply for the following position. SCA actively promotes and encourages Women and People with Disabilities to apply

Title of Position:

Administration Manager

Job Number:

HRM/KMO 51/017

Duty Station:

Jalalabad Regional Management Office

Number of Positions:

One (male, female)

Status:

The position is Fixed Term (Two years)

Remuneration:

Salary and benefits according to internal SCA rules                                                                      

Non-monetary Benefits for Females:

Transportation close to residence and work, child nursery at workplace, safe travel facilities and companion to field trips, female association membership, trainings and capacity building

Announcement Date:

31/July/2017

Closing Date:

15/August /2017

SCA Background

The Swedish Committee for Afghanistan (SCA) has been working in Afghanistan since 1982, presently managing development programmes concerning Health, Education, Rural Livelihoods and Community Governance, with a total annual budget of roughly USD 40 million. The total number of staff is around 5,500. During the last 10 years SCA has undertaken a change process moving from a primarily humanitarian service delivery approach towards more of a developmental role, putting increasing emphasis on capacity development, rights-based programming and outcome orientation. The mission of SCA is to empower individuals, communities and local organizations, primarily in rural areas and with particular focus on women, girls, boys and vulnerable groups such as people with disabilities, so that they may participate fully in society and influence their own development. SCA is an Equal Opportunity Employer. Qualified applicants are considered for employment based on their skills, abilities and experience without regard to age (18-65 years), ethnicity, religion, marital status, gender, or physical disability.

Scope of Work

The Admin Manager of the Regional Management Office ensures the efficient and effective operation of all the administration functions (logistics, supply, procurement, security, IT, and administration) towards the project units within the office. S/he will maintain close working relation with the Project Managers of the office and coordinate and delegate task to reach optimum and timely delivery of administration support required getting successful outcome of the projects being implemented by RMOs.

The Admin Manager will be responsible for number of related tasks, among them; general representation of SCA INSO and other forums if required; preparing and following up the Admin unit’s work plan and budget; negotiate and maintain contracts for buildings, vehicles, etc; security; IT related support, logistical support & accommodation of guests and staff; maintenance and regular report to the Head of Office at JRMO

Qualifications:

• Bachelor’s degree, or equivalent, in related professional field, preferably Master’s Degree.
• 6-7 years’ relevant experience, especially within an NGO, UN agencies, or similar organisation. Experience in admin support services in a complex and multi projects environment/organization.           
• Strong interpersonal and communication skills
• Supervisory, leadership, team worker, analytical, and troubleshooting skills
• Computer skill at operator level, especially with MS Office packages.
• Fluency in English and Dari and/or Pashto, both written and spoken
• Experience of planning, reporting and budgeting
• Ability and willingness to travel to the project sites within Afghanistan and adjust to SCA environment.
• Honest, proactive and well mannered.

Responsibilities

General:

• Ensure the Policies and regulations of SCA are implemented and followed within support unit.
• Stay up to date with issues related to SCA service unit where SCA operates.
• Promote an attitude of team spirit and a strong focus on quality within the service unit.
• Develop good co-operation with SCA units, authorities, institution, NGOs and other stakeholders.
• Promote gender equality, non-discrimination with regard to ethnic, political and religious background.
• Promotes good coordination between the service unit and project units at RMO, as well as with related departments and units at KMO.

Supervisory Tasks:

• Fully responsible for the day to day management of the JRMO office support services.
• To oversee and supervise performance of support staff as well as of the temporary or casual labours to ensure efficiency and quality within the unit.
• Evaluate the performance of support staff for promotions, upgrading and proper and relevant training on yearly basis.
• Approve cost and expenses in regard to the administration unit within the authorization limit as per financial regulations.

Personnel

• Guide the IT and logistics officers in proper implementation of logistic and IT manuals, the efficient use of transport and adequate and timely procurement and storage of goods and IT related equipment.
• Supervise the Administration Officers and assistants including the chief guard to ensure overall good performance of support staff in the Regional Management Office
• To assist the Head of Office in promotion, demotion and dismissal of the administration staff – according to the SHB.
• To ensure administration staff utilize their annual leave in a way not to disturb and delay provision of services to the office and other programs.
• Provision of on job training to the team through coaching, and suggesting relevant training for support staff development

Technical Tasks

• Responsible for implementation, coordination and evaluation of activities within the service unit
• Serve as a focal point for all security related matters and take appropriate actions in coordination with HoO when needed.
• Ensure timely INSO meetings attended, follow up on incident including analysis, reporting of security incident, follow up on SOP and close working under the supervision of RMO head in close coordination with KMO-security unit.
• Ensure timely and accurate planning and execution of procurement as delegated by Procurement manual, storage and delivery of all materials and items available from the local market
• Follow up with KMO procurement unit for the items processed by KMO, such as bulk procurement of materials from Kabul or abroad and tracking management of vehicle with Logistic Unit of KMO
• Allocate/provide all needed admin, ICT, maintenance, office spaces, accommodation, and catering services in JRMO
• External relations with government authorities pertaining permits and administration affairs within the region.
• Drafting Lease agreements and vehicle rental contracts for the office and projects.
• Auction management and sales within the authorization limit
• Provision of nursery facilities for office female staff
• To keep track of proper utilization and maintenance of equipment at the office, e.g. copiers, generator
• Maintenance of office and guest house compound.
• Arrangement of relevant meetings, workshops and conferences of the related office
• Arrangements of guest house booking for visiting staff from KMO, other RMOs and visitors.

Financial Tasks

Lead the admin unit in budget preparations, follow up and revisions.
To ensure all payments, procedures for biding & procurement are accordance with the SCA approved manuals.

Application Procedures:

• Interested qualified candidates should submit a full CV (maximum four pages) with a cover letter explaining their motivation in applying for the job and highlighting their relevant skills and experience;
• To apply online please send your application / CV to vacancies@sca.org.af   and clearly write the vacancy number and job title  in the subject line (Administration Manager) ( HRM/KMO 51/017 )    Otherwise your application will not be considered.
• Candidates may also submit applications by letter (hard copy) directly to the SCA HRM Unit in either Kabul, Ghazni, Kunduz, Wardak, Taloqan, Mazar-e-Sharif, Laghman or Jalalabad;
• Academic certificates or references need not to be submitted at this time. These will be requested if called for interview.
• Only short-listed candidates will be invited for written test and interview.

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