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Admin Assistant

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About IRC (International Rescue Committee):

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity, and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.
The IRC opened the country program in Afghanistan in 1988. Our programs span the range from humanitarian relief to early recovery and development activities, focusing on child protection, education, economic wellbeing, health, and power. The IRC works in 10 provinces throughout Afghanistan, among which some of the most security volatile, and employs over 1000 staff.

Compliance with Policies:

  • Compliance with the IRC WAY (our standards for professional conduct) is a responsibility shared by all involved in delivering on the IRC’s mission. We must abide by the IRC Way and Safeguarding Policies all the time.
  • The IRC has zero tolerance approach to the IRC Code of Conduct including safeguarding violations being committed by its staff, consultants, contractors, volunteers, interns, suppliers, vendors, sub-grantees/partners, implementing partners or any other associate.

Job Description:

Main Purpose of the Job:

The primary purpose of the Admin Assistant role in the field office is to ensure the efficient and effective management of administrative functions. This includes overseeing office premises, coordinating events and meetings, managing office supplies and assets, supervising support staff, maintaining landlord relationships, and providing exceptional guest services. The Admin Officer plays a crucial role in maintaining the overall functionality and professionalism of the office environment, supporting staff in various administrative needs, and ensuring compliance with IRC-A standards and agreements.Duties and Responsibilities:

General Duties:

  • Assist in the implementation and maintenance of an organized filing system for travel documents.
  • Support the management of office premises and facilities in NGR, ensuring compliance with IRC-A standards.
  • Assist in managing administrative supplies, office equipment, and other assets to ensure their proper functionality.
  • Replenish office supplies, such as tea, coffee, utilities, and cleaning materials, ensuring timely stock replenishment.
  • Support the coordination of refreshments and logistics for various events, including training, meetings, and workshops.
  • Assist the Admin Officer in supervising support teams (Cleaners, Cooks, and Housekeepers) and promptly reporting issues.
  • Participate in field visits related to administrative matters and assist in reporting findings to the Kabul admin team.
  • Assist in managing lease agreements for office premises and ensure compliance with contractual obligations.
  • Support the Admin Officer in processing rent payments for IRC-A rented premises, ensuring timely payments to landlords.
  • Assist in collecting Paid Tax Papers of all premises from the Finance Department and share them with landlords.
  • Act as a supporting point of contact on behalf of IRC with landlords.
  • Aid in the management of accommodations for visitors to NGR-FO and collaborate with KBH and field admin teams for staff traveling to other locations.
  • Assist in ensuring hygienic and well-furnished guesthouses in field offices, assisting in overseeing the guesthouse team.
  • Offer support in providing guest services for employees and guests, addressing complaints, and fulfilling requests.
  • Assist in overseeing petty cash management, including disbursements, reconciliations, and maintaining documentation.
  • Support in raising purchase requisitions (PRs) as requested by the supervisor.
  • Assist in the preparation of per diem, reimbursement, and other staff benefits.
  • Fulfil any other job related duties as assigned by the supervisor.

Specific Duties:

  • Office Setup Assistance: Assist in the efficient management of office premises and facilities in NGR under the guidance of the Admin Officer.
  • Asset Management Support: Assist in managing administrative supplies, office equipment, and other assets, ensuring their proper maintenance and functionality.
  • Office Supplies Replenishment: Support in ensuring timely replenishment of office supplies and maintaining accurate records of quantities.
  • Event Coordination Assistance: Provide support in coordinating refreshments and logistics for various events, both within and outside of IRC.
  • Team Supervision Support: Assist the Admin Officer in overseeing support teams, including cleaners, cooks, housekeepers, and maintenance staff within the office.
  • Lease Agreement Support: Help in managing lease agreements for office premises, ensuring compliance with contractual obligations.
  • Rent Payment Processing Support: Assist in processing rent payments for IRC-A rented premises and ensuring prompt payments to landlords.
  • Accommodation Management Support: Provide support in managing accommodations for visitors to NGR-FO and coordinating accommodations for staff traveling to other field locations.
  • Guest Service Support: Assist in providing high-quality guest services, addressing complaints, and fulfilling guest requests.
  • Petty Cash Management Support: Help in overseeing petty cash management, including disbursements, reconciliations, and thorough documentation.
  • Purchase Requisition Support: Provide support in raising purchase requisitions (PRs) as requested by the supervisor.
  • Staff Benefits Assistance: Assist in preparing per diem, reimbursement, and other staff benefits as required.

Job Requirements:

  • Education: Bachelor’s degree in BBA or related fields.
  • Years of Experience: 1 to 2 years of experience in Administration or related fields.
  • Skills: Multilingualism, Flexibility, Compliance, Problem-Solving, Communication, Reporting, Supervision, Event Planning, Logistics, Documentation Management, Financial Acumen, and travel Coordination.   
  • Technical Competency: Administrative expertise, Logistics, Financial Management, Facilities Management, Vendor and Lease Management, Guest Services, Compliance, Supervision, communication, Problem-solving, Documentation, Training, and Capacity Building.
  • Communication and reporting skills.
  • Fluency in Pashto, Dari, and English.
  • Computer skills (including MS Word, Excel, Access, and Internet) are an advantage.
  • Ability to work closely, professionally, and constructively with all others regardless of nationality, ethnicity, gender, religion, race, tribe, or cultural background.

Submission Guideline:

For IRC- Afghanistan Internal Candidates:

(“ The IRC encourages employees to remain in a position for at least one year and be in good standing before applying for another position within the organization. if an employee is interested in a vacant position within the organization, he/she must inform his/her supervisor in advance before applying for a new position”)

(However, 1 year is a must to complete but to encourage IRCA employees somehow we are flexible who work in the current IRC position for at least 6 months or above and are given chance to compete for an opportunity in the organization)

All qualified candidates are requested to open the given link and follow the instructions:

https://rescue.csod.com/ux/ats/careersite/1/home/requisition/51084?c=rescue

applications received without a given link and/or online system will be disqualified and removed from the entire process.

Shortlisted candidates will be directly contacted for a written test and after that for interviews. If you are not contacted TWO or FOUR WEEKS after the closing date .please know that your application has not been successful for the post. IRC Afghanistan Country Office, Qala-e-Fathullah, Street # 3, District 10, Old UNOCHA Office, Beside Fatemia Mosque.

Submission Email:

Refer to submission guideline

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