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Assistant, Operations 79 views

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About Aga Khan Education Services:

Aga Khan Education Services (AKES), an agency of the Aga Khan Development Network (AKDN), is one of the largest private, not-for-profit, non-denominational educational networks in the developing world to improve the quality of life of the communities. Through the provision of ECD, formal (K-12) and non-formal education programs, AKES seeks to enable all children and students to acquire both knowledge and the essential wisdom needed to balance that knowledge and enable them to attain the highest fulfillment.

AKES Afghanistan (AKES, A) started its operation in Afghanistan in 2003. Ever since, AKES, A has been providing quality ECD and non-formal education programs that benefitted thousands of children and students living in marginalized areas. Currently, AKES, A is operating in 6 provinces namely Kabul, Baghlan, Kunduz, Balkh, Samangan, and Badakhshan reaching over 25,000 children and students through one Central Office in Kabul, three Regional Offices, and several Hub Offices.

Job Description:

Job Summary:

Assistant, Operations is responsible to manage, coordinate, and facilitate the planning and implementation of all programs, center’s safety, security, and activities liaising with the respective communities and stakeholders to provide a range of support services that ensure timely, high-quality, and effective delivery of programs in the learning center.

Major Responsibilities:

Program Management and Implementation:

  • Ensure that all programs and activities in the center are carried out in accordance with the respective plans, targets, policies, and procedures set and agreed by the AKES, A.
  • Ensure that Regional program officers and RAO are kept fully informed on the condition of the learning center and all-important factors influencing the programs and activities.
  • Ensure that the center operates responsibly, efficiently, and cost-effectively in accordance with the financial policies set by the AKES, A.
  • Prepare and share routine reports on programs and activities with the region on a weekly, monthly, quarterly, and yearly basis as required.
  • Develop positive cooperation with community elders and “Shura” to improve the coordination and community collaboration at the center level.
  • Liaise with the government whenever needed and directed by Regional management.

Community liaison/coordination:

  • Liaise and coordinate closely and on an ongoing basis with community representatives and members and ensure that the community is fully kept informed of the plans and involved actively in the development and delivery of the services.

Administrative and Logistics:

  • Implement the AKES, A administration policy, and procedure in the center.
  • Manage and oversee the lease agreement, capital assets, and center inventory records.
  • Ensure proper repair and maintenance of office equipment, generator, and premises.
  • Implement the internal control system and operations management, including proper use, completion, and documentation of all regional administrative activities.
  • Ensure cleanliness and tidiness of the premises.
  • Support teachers with materials purchasing.
  • Support the teachers in terms of local travel, transportation, and accommodations arrangement.
  • Keep a proper record in the stock register for all supplies and stationery.
  • Maintain receipt and issuance of all supplies and stationery items.
  • Observe and inspect the center’s facility hazards by checklist and report to the DRMI Safety officer on monthly bases.
  • Ensure all employees are well aware of AKES, A policies, and safety, and security instructions at the centers.
  • Report any incidents at the center to the safety and Security department timely.
  • Ensure that students are timely registered, enrolled, and classified into classes.
  • Ensure that weekly and monthly meetings with center staff are recorded.
  • Provide timely support to sub-centers if there are any.

Financial Management:

  • Implement AKES, A financial policies, and procedures.
  • Contribute to annual budgeting and budget break up.
  • Prepare and reconcile the monthly expenditure report incorporating the monthly receipts and payments.
  • Assists with the annual audit.
  • Maintenance and documentation of financial files and records.
  • Obtain written approval of line managers on the bills timely.
  • Submit bills to the finance department within a specified timeline.
  • Make payments to the suppliers and parties at a specific time.
  • Collect fees based on the target and timely provide fee reports to a regional office.

Human Resources

  • Provide backup support for all HR-related issues.
  • Participate in job interviews as a panel on behalf of Regional HR when required.
  • Maintain the attendances; send the copies to Regional Office for monthly payroll advice.
  • Record and update the leave balance of the staff and report to Regional HR accordingly.
  • Complete, maintain, and update staff personnel files at the center level, and send the copies to Regional HR when necessary.
  • Report any incidents, misbehavior, and violation of HR policies to Regional HR.
  • Make sure of Safeguarding & Child Protection Act policies and procedures compliance in the center.
  • Keep confidentiality while dealing with personal and sensitive information.

Correspondence

  • Be responsible for all correspondence in the center and take necessary action where needed.

Job Requirements:

  • Bachelor’s degree in Business Administration or any other related field.
  • Minimum 2 years of experience in the related field.
  • Good written and verbal communication skills both in (English and Dari).
  • Be familiar with computer programs (Office package and Outlook)
  • Ability to manage a complex workload and prioritize them.
  • Ability to liaise and work closely with the community for better development and delivery of services.

Submission Guideline:

To apply for this position, please send your Cover letter and CV a maximum of 3 pages to the following email address:

amruddin.zawari@akdn.org

Please put the position title and position number in the subject line of your email as follow:

Assistant, Operations – 10040025

“Aga Khan Education Service, Afghanistan’s recruitment and selection procedures reflect our commitment to equal opportunity, child safeguarding and safeguarding of beneficiaries against abuse, bullying, exploitation and all other sexual and non-sexual harassments.”

Submission Email:

amruddin.zawari@akdn.org

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