Job Detail

Purpose

Administrative Assistant2 provides complex secretarial and/or administrative support.

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Main Responsibilities:

Functional Responsibilities:

• Updates and retrieves data in/from specialized tool i.e. TeamSpace.
• Follow up of the annual training plan, holiday balance and taxi fare for the logistics staff
• Follow-up on specific processes regarding the cleaning, the maintenance and the good functionality of the Logistics compound in collaboration with Premises and other relevant departments
• Drafts and finalizes correspondence, bordereaux, internal presentations, meeting minutes and other documents, shares information among users
• Updates the timeline, tables and charts, schedule and other tools and ensures invoices are followed up on
• Prepares for meetings by setting up rooms and materials, including technical set-up for conference calls, presentations and video conferences
• Carries out secretarial tasks such as making photocopies, destroying documents in Logistics Centre
• Management of stationary stock for Kabul Delegation and Sub Offices
• Applies information-management instructions and ensures compliance with procedures
• Following up and Management of Business Card for both Mobile and Resident staff for all Afghanistan
• Focal point for ICT in Logistics Compound for handling ICT Requests and receipt of ICT Shipments and orders dispatch.
• Assigned as Staff Committee Member and Representative for LOG.
• Act as Focal point and Follow up on Sustainable Development Programme and updates.
• Focal point for all HR related issues in LOG compound.
• Perform any additional task assigned by his supervisor or Logistics Coordinator.

PEOPLE MANAGEMENT RESPONSIBILITIES

• Understands and supervises the Performance Management & Development (PMD) activities for employees under their supervision
• Makes sure that deadlines for the PMD cycle are met
• Engages in ongoing and continuous feedback and support, particularly for employees under their supervision, but also other staff members
• Organizes regular meetings within their team to ensure optimal coordination of the work and proper flow of information
• Ensures that job descriptions for employees under their supervision are up to date; seeks feedback and support from the HR Department if needed
• Plans and coordinates the annual leave of the employees under their supervision ensuring continuity of the operations throughout the year and making sure that there are no outstanding holiday balances at the end of the year
• Coordinates and supports the employees under their supervision in their personal development by coaching and advising them on internal and external training and development possibilities

ADDITIONAL DUTIES

• Ensures proper filling of all relevant documents in order to ensure full accountability and transparency
• Follows up all correspondence and formalities with customs, agents and other authorities
• Follows up pending list with the customs authorities
• Keeps properly all files of importation and exportation documents according to the ICRC standards and regulations of the country
• Performs necessary paperwork and assures follow up to administration and other departments
• Handle petty cash on a day-to-day base with working advances
• Ensures the settlement of working advances in time
•  Channels all information related to the department
•  Registers and treats information with accuracy and with confidentiality
•  Interprets in situation with confidentiality and accuracy
•  Translates simple documents related to administration from National language to English
•  Registers and treats information confidentially and with accuracy