To ensure administration department all filing and tracking records are up to date for visa, travel, work permit

To coordinate the process of obtaining Afghan visa, work permit, police registration for visitors/Expats coming to the mission closely working with government line ministries

To develop and implement visitors travel guidance SOP information contain on obtaining visa, flight, airport pick and drop, work permit, police registration and other compliance

To ensure Administration unit organize road and air travels between Kabul and fields supported by the prior approved Road/Air Travel Authorization forms

To ensure all IRC Afghanistan rentalproperties lease agreements are up to date and consistent cost saving negotiation are in place with landlords with the rental properties

To ensure lease agreements status tracker is updated all the time

To ensure Travellers files and data are maintained safe and secure

To ensure Office, guesthouses electricity and plumbing are well maintained and timely maintenance schedule is in place

To ensure cooks and cleaners duty roster and working schedule are well tailored and communicated back

To manage flights, hotels/Accommodations contracts ensure more cost effective approaches while purchasing tickets and accommodation locally or internationally

To ensure administration unit activities are well managed and staff perform their duties as per their Job Descriptions

To maintain strong working relation with government and other stakeholders

Any other tasks assigned by the line manager

Asset Management:

Responsible for maintain an up to date Asset register for all equipment procured in the mission

Responsible for managing and coordination excellent Asset management system includes all field offices and staff using IRC Asset are accountable for proper use and maintaining of assets

To ensure Bi-annually asset physical count is conducted across the mission in close coordination and presence of Finance representative and final report of finding to be submitted

Responsible maintain every donor asset policy in full consideration and projects assets report submitted to finance and audit before the close out of the project

To make sure every IRC Asset user signs the asset issue form and records are secured digitally as well as in hard copies in proper secure filing system

To be able to segregate between working and obsolete/damaged assets and submit feasible obsolete/damaged assets disposal proposal to the Senior Management Team

To provide on the job training and orientation to the Kabul and Field SC, Asset Inventory and Warehouse in charges on best practice of asset management

To maintain organized donated asset records in the data system and hard files.

To submit Mission monthly updated asset report to the SC Coordinator and Regional

Property and Attractive Inventory:

To ensure all attractive items regardless of acquisition value are fully tracked in the asset register with all necessary acquisition cost and donor code

To ensure all non-expandable items such as furniture, office equipment, printers/scanners, mobile phones etc are fully recorded in asset register with accurate acquisition date, purchase cost and other relevant information

Property and Attractive Inventory list must be submitted to SC Coordinator at the end of each month that includes all field offices

To train and support Field SC officers to ensure they maintain an accurate record of all their existing and newly procured property and attractive items inventory

Documentation and Reporting

Follow up with relevant units, internal or external on documents and ensuring all relevant records are complete and accessible.

Monitor Asset, Inventory, and Warehouse and Administration records to ensure that each unit activities are fully and clearly documented according to IRC policy.

Make sure monthly Administration, Asset Inventory and Warehouse reports are collected, compiled and submitted in timely manner.

Ensure monthly 20% warehouse cycle count is conducted and records are in place for reporting purpose.

Ensure monthly guesthouse chart, visa, flight and accommodation tracker is updated and shared with relevant departments

Training & Outreach

Organize Administration, Asset Inventory and Warehouse Management trainings for the staff and other program and support for compliance purpose

To provide on the job training and orientation on Administration, Asset, Inventory and Warehouse activities to the field SC Staff

Identify training needs for Administration and Logistics staff and make recommendations to the Supply Chain Controller.

Staff Supervision

Set clear performance objectives for staff you supervise and ensure that they are understood.

Conduct interim performance reviews every six months and hold one to one feedback discussions with staff that you supervise on a regular basis to ensure that performance objectives are being met.

Conduct annual performance evaluations for staff that you directly supervise and manage poor performance and disciplinary issues in accordance with IRC HR policies and procedures.

Ensure that staff annual leave is tracked and planned in advance and that there is sustainable coverage and backup for all staff going on leave.

Review and approve/endorse timesheets of your staff on a monthly basis and travel and leave requests when the requests are made.

Plane field visit trips to provide supports to the field SC staff on Administration and Logistics Activities

2.Warehouse management

Key Tasks:

Understand, implement and / or maintain standard IRC inventory management policies and procedures.

Train warehouse staff as required.

Manage and document the receipt, handling, storage, release and reporting of goods through the IRC warehouse(s).

Advise the Supply Chain Manager/Coordinator of potential inventory shortages

Manage casual laborers in the warehouse.

Ensure the maintenance of warehouse building(s), fittings and equipment.

Implement and ensure clear safety procedures.

Implement and ensure clear loading / unloading procedures, correct stacking and turnover (FIFO & FEFO) procedures.

Advise the Supply Chain Manager/coordinator of warehouse-specific issues or improvements

Maintain the Warehouse activity book recording all out going and incoming receipts and activities.

To ensure every two months 20% inventory cycle count is conducted in Kabul and in the field offices and records are received

Update as per IRC requirements, the Asset register, Asset inventory list and expendable store inventory list and produce monthly reports.

Goods reception and transport

Assist in receiving all supplies.

Follow up on the delivery of customs documents filing.

Keep an accurate and up-to-date record of the store contents and inward and outward movement of goods in the warehouse register or stock cards.

Responsible for arranging and overseeing the air transportation of goods in accordance with IRC procedures.

Prioritize dispatch needs in conjunction with program.

Prioritize air cargo transport in coordination with the program department and field sites.

Where necessary organize or carry out the transportation of goods to the carrier premises for onward air shipment.

Supervise the airfreight loading and documentation follow up.

Warehousing and Inventory

Monitor security of IRC’s storage and supplies.

Receive completed store’s request forms and prepare the goods for issuance.

Ensure goods, equipment are signed for received on the request form (office expendables) or waybill (all other items).

Prepare a monthly report for the expendables store outlining all stock movements and remaining balances.

On a monthly basis, work with the Supply Chain Controller to reconcile the Warehouse register in the Asset tracking sheet and equipment issuance forms.

Update the stock record cards regularly.

Conduct routine inventory inspection and submit report to the Supply Chain Controller in a timely manner.

Annual review of all archives/filing system to ensure files spent over 7 years life are reported for disposal

Customs Document

Facilitate all customs issues on air shipments.

Supervise customs document follow-up and filing.

Performance custom clearance for imported goods and release

Update HQ/Regional Office on any possible custom issues may impede normal shipments

Expected Deliverables:

Maintain full and accurate inventory records.

Shadow SC Coordinator in his absence and cover all duties require action

Undertake (documented) monthly and ad-hoc physical inventory checks.

Conduct documented quarterly job performance reviews of Warehouse staff, providing appropriate feedback.

Provide on-time, standard monthly reports to the Supply Chain Coordinator.

Experience in administration, compact logistics management, not with not less than seven years as Logistics/Administration Manager or similar position, five years of which must have been spent working with an international NGO or UN Agencies

Bachelor Degree in Business Administration, Economics or similar and MBA is preferable

Skill and Abilities;

Ability to write narrative and analytical spread sheet reports

Proven computer literacy in MS-Word, MS-Excel MS-Access or related programs required

Ability to plan, prioritize, coordinate and perform multiple tasks simultaneously

Ability to work under pressure and to meet deadlines

Spoken and written fluency in English desired

Willingness to put in extra hours in emergencies

Willingness to travel to the field

Systems oriented individual

Good team player