Job Detail

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.