Job Detail

About IRC (International Rescue Committee)

The IRC will put in place high-impact, cost-effective solutions that help people affected by crisis. We'll also use our learning and experience to shape humanitarian policy and practice in ways that improve the lives of more people worldwide.

Job Description

Responsibilities of Admin Manager:

• Travel booking for IRC staff –airline, transfer arrangements, visa arrangements, and accommodation.
• Forwarding and shipment of personal effects of arriving/departing foreign personnel.
• Assist in acquiring passports and visas for national staff travelling to other countries on official business.
• Process visas and other permits for expatriate staff and visitors to Afghanistan.
• Assist travellers to/from Kabul office with information on per diem entitlements (IRC Afghanistan) and processing of per diem requests.
• Develop and implement a filing system for travel and other related activities
• Oversee facilities services, maintenance, lease agreements and other relevant activities
• Follow up and complete the custom clearance paperwork for any good/item IRC sent to/receive from abroad
• Ensure and adhere to policies and regulations of organization
• Be able to travel to field offices for monitoring, on the job training, recommendation and proper management 
• Be creative and follow up all administrative activities in a proper and standard manner
• Assess staff performance and provide coaching and guidance to ensure maximum efficiency
• Negotiate and maintain up to date properties lease agreements and share with SMT lease tracker
• Maintain International Staff guesthouse tracker sheets and room allocation and share on weekly
• Ensure Expats visas, work permit, registration card is tracked, updated, and shared with SMT
• Ensures Expats visas, work permit, registration cards are renewed on time and Expats are informed ahead of time
• Close coordination and relation with relevant line ministries  
• Manage schedules and deadlines

Personal Management:

• Provide advice and Support to staff on disciplinary action and procedures.
• Provide regular orientation and guidance to cleaners, cooks, Gardner, admin officer and other Admin staff to perform their duties as required
• Maintain regular meetings with subordinate staff to hear their concerns and bring that to line manager for corrective action.
• Ensures facility infrastructures and maintenance are checked on regular basis and wears and tears are fixed on time

Staff Development and Training:

• Design a comprehensive staff development and training plan that clearly outline career development strategies for IRC Afghanistan.
• Ensure that newly hired staff (National) are correctly oriented through the IRC admin procedures
• Ensure that adequate costs are budgeted for staff development and training needs.

Expat and National Travels and Guesthouse Management:

• To ensure all International Staff travels, lodging, visas, work permits, and registrations are managed and updated
• To ensure International Staff guesthouse has decent amenities, cooling, heating system, power supplies and clean-living space
• There are cleaners making laundries and other cleaning in the guesthouses
• National staff guesthouses are clean, have decent amenities, power, and cleaning services
• Good relationship with the travel agencies and government resources for making official business more smooth
• All offices space, furniture, AC, and other cleanliness are well maintained across the country office and field offices
• Arrange road travels GTRF, staff accommodation, outside hotel booking

Lease agreements:

• To ensure all rental properties lease agreements are up to date, good negotiation is in place with landlords for fair price
• Maintain up to date lease agreement tracker and share with SMT on regular basis
• Submit lease agreements rent payment packages on time to the finance
• Manage properties electricity, water, and other municipalities billings on timely manner
• Train the admin officer to remain focal point with properties owners

Supplies stock:

• To ensure office supplies such as tea, coffee, utilities, cleaning supplies stock is replenished on time and in coming and outgoing quantities are recorded

Safety and Security:

• To closely work with Safety Security department for admin staff movements safety security matters and staff are updated on regular basis

Field Office Support and Compliance:

• Travel to each field when necessary to provide support, on the job training and filing system to admin staff
• Closely work with all Field Coordinators ensuring IRC Admin policies and procedures are in place, respected and all recruitments are processed transparent and free from any kind of problem
• To maintain effective communication with field Admin staff and provide them regular support and guidance to make them do their job productive

Staff Grievance and Compliance:

• To listen to the admin staff or external complains, follow the complaints and report to SMT, ECU as required
• To inform admin staff on reporting mechanism for their complains and grievances

Communication:

• Maintain effective and strong communication with subordinates, field coordinators, Expats, Line manager and other CLTs and SMT on administrative work-related issues
• Inform Expats and nationals on their departure and arrival when on travel
• Inform Expats on their visa, work permit expiry date ahead of time and start renewal process as early as possible

Skills Required

• English Fluency
• Strong Communication skills
• Flexible and can work under pressure.
• computer skills
• Fluency in Pashto&Dari
• Excellent report-writing skills

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)

Application received without exact position title and location will be directly disqualified from the process.

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

https://rescue.csod.com/ux/ats/careersite/1/home/requisition/36511?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: