Job Detail

Purpose of the Role

The Administration Officer will work closely with the Senior Management Team (of which s/he is a member), Deputy Country Director, and Country Director, to plan, direct, and manage the day-to-day administrative activities for the Afghanistan Country Office, including the Kabul Management Office and Regional Management Offices. S/he will work to support smooth and forward-moving operations over all offices, ensure internal and external responsiveness and consistent engagement with stakeholders, support representation, and lead the strategic development of the Administration Unit; the Administration Unit in WfWI has been newly autonomized following prior system of embed within various unit; the Administration Officer will be responsible for developing the unit and the team.

The Administration Officer will be responsible for executing a broad variety of procedural and specialized administrative tasks within the administration department, and support to programmatic, advocacy, and communication teams. S/he will also be accountable for both specialized and procedural communication, reporting, operational and administrative support services.

The Administration Officer is a member of the Senior Management Team. Here, s/he will provide strategic guidance on Administration, and strategic engagement on other mutual or assigned SMT work.

Engagement

Team Management

• • Supervise 2-4 PCC officers in Kabul headquarter offices and regional offices, and in the 2024 – 2026 strategic period build a consistent and committed team of administration leads, officers, and assistants throughout regional offices.
  • Ensure quality of work within the administration team, and that WfWI people, capabilities, and culture (PCC) is maintained at optimum levels nationwide on the administration team.
  • Manage direct reports in line with WfWI’s performance management framework, including the setting of annual performance objectives, development plans, performance appraisals, and regular one-on-one meetings regarding performance and growth throughout the year.

Internal Relations

• • Represent the Administration team and all Administration needs, risks, and updates on the Senior Management Team and in Global administration alignment sessions.
  • Work closely with other unit Coordinators, meeting regularly to align and troubleshoot.
  • Support employee relations issues working with SMT and the Country Director to resolve issues pragmatically, compassionately, and in a timely manner with appropriate follow-up.
• Engage meaningfully in initiatives to support a growth-oriented, positive, productive workplace.

• Foster an open door or other systems for all staff to discuss issues of a confidential nature.
• Support investigations for reported employee grievances, working with the Country Director, SMT members, and Global PCC diligently and systematically.

Representation

• As first line of engagement with internal and external stakeholders, including authorities, donors, and internal and sector colleagues, represent WfWI and the SMT/DCD/CD with impeccable respect, responsiveness, eloquence, and meticulous language fluency in Pashto, Dari, and English.
• Be consistently prepared to represent SMT/DCD/CD internally or externally as needed.
• Support Programs, Advocacy, and Communications teams in internal and external representation.
• Support the development and implementation of representation and engagement communications protocols together with the SMT, PCC, and Communications colleagues.

Disability, Equity, Inclusion, and Belonging (DEIB)

• Support the rollout of organizational WfWI DEIB policies, and staff onboardings and trainings in close coordination with the Global PCC team.
• Supporting PCC team’s monitor and reporting on DEIB rollout, supporting collection of authentic staff feedback, and analysis, to support global launch.

Delivery

Day-to-Day Administration

• Ensure effective communication of general and individual-specific information to all staff as required, working closely with SMT and other leads to understand communication needs.
• Ensure sufficient administrative support for all staff, including SMT and unit teams.
• Ensure consistent administrative coordination support for the SMT, and dedicated administration support for the Deputy Country Director and the Country Director.
• Provide administrative leadership for workshops and meetings, lead planning and agendas with relevant units, work in close coordination with the Logistics, IT, and Security Coordinators to ensure venue, materials, and equipment are provided at optimum levels and in timely and secure  manner.
• In close coordination with the Logistics Coordinator, ensure administration team supports all travel arrangements for staff and visitors of the Afghanistan office, including invitation letters, making and confirming airline reservations, and facilitating transportation and accommodation.
• Ensure administration teams maintains an accurate and up-to-date list of venues, food and beverage, and other services of various categories and prices in Kabul and regional locations, in close coordination with the Logistics Coordinator.
• Ensure that WfWI employee business cards, ID cards, laptops, and other supplies and materials needed by individual employees and consistently and accurately provided.
• Work with Logistics Coordinator to ensure lease agreements for offices and training centers, and other contracts, are maintained and up-to-date.
• Ensures timely, complete, and accurate information and data provision, and related preparation of administration unit work plans and project management plans.
• Support all teams in timely compliance with agreed deadlines, and facilitate understanding and provision of temporary or permanent required support.

Reporting and Information Management

• Facilitate support for research, comparative analyses, translation, and other support related to project or program related data needs.
• Ensure administration team’s management of necessary meeting documentation, including key discussion points and takeaways, key decisions, and action-planning; ensure efficiency, confidentiality, and consistency, reducing superfluity.
• Support general Afghanistan Country Office’s information management processes.
• Together with program and IT teams, ensure ongoing reporting of subgrantee partners, and development of digitized partner management processes.

Communications

• Coordinate with PCC (People, Culture, and Communications) leadership, IT, SMT, and Communications leadership to develop respectful and efficient internal and external communication strategies and SOPs (Standard Operating Procedures), maintain oversight on implementation, and monitor and adapt as appropriate.
• Work with relevant teams to maintain quality of drafting and editing organization information.
• Facilitate the communications, workflows, and organization systems of all units to enhance the efficiency and timeliness of operations and outputs.

• Other Responsibilities

  All our staff are required to adhere to WfWI’s Code of Conduct, Safeguarding, Anti-Fraud and Corruption, and Diversity, Equity, Inclusion, and Belonging (DEIB) policies, and to WfWI’s:

   

  Leadership Principles                                   Organizational Values

   

  Decisive                                                          Empowerment         

  Accountable                                                   Integrity        

  Courageous                                                   Respect

  Adaptable                                                      Resilience      

  Inclusive

To apply: Please use our Survey Monkey link:

https://www.surveymonkey.com/r/P7CW79Y