Job Detail

About HealthNet TPO

Job Description

Procurement and Logistic

• Follow up of the organization annual non-medical procurement plan.
• Plan monthly/quarterly work extracted from the organization annual non-medical procurement plan.
• Revisit organization annual non-medical procurement plan in case of variances between forecasts and expenditures, and backlog of activities to ensure organization expenses are in-line with the forecasts, and annual non-medical procurement plan/activities are on track/achieved according to plan.

Ensure HN TPO procurement policy, local government requirements and donor rules and regulations are applied in all kind of logistics/procurement activities carried out by Kabul Office logistics/procurement department’ non-medical section and as well as by filed staffs.

• Implement non-medical procurement plan, supported by logistics/procurement manager, finance department and grant technical coordinators to ensure all non-medical procurements are done according to projects procurement plans.
• Ensure that non-medical supply for relevant projects are made available in timely manner.
• Ensure Goods Receive Notes (GRNs) are returned to Kabul office right after the goods & supplies dispatched to provincial offices.
• Collaborate and liaise with relevant Kabul Office departments on the issues related to the HN TPO logistics/procurement non-medical section activities.

• Actively participate in all meetings with Office Senior Management and others departments within HN TPO.
• Ensure non-medical procurements reports (weekly, monthly, quarterly, semi-annual, annual, end projects) are prepared in line with the organization requirements and submitted timely to logistics/procurement manager.
• Ensure Inventory is updated at all project sites and its follow up with inventory officer

• Effective and excellent communication with team members and keep an open door for logistics/procurement staff to share their issues & concerns and provide professional and management support.

Administration 

• Ensure safety, maintenance and efficient use of office and guest house assets (generators, electrical equipment and others).
• Ensure that electricity, generators and equipment are not missed used
• Ensure the availability of power, safe drinking water, kitchen utensils and all other all required items in gust house and office.
• Ensure logbooks are used for generators and gas use.
• Ensure proper reception of gusts visiting office and staying at guest house.
• Ensure on time procurement and supplies of stationery, gas, fuel, food ration and others to training centre and project office.
• Ensure proper recording of all supplied items to both office and training centre level
• Maintain and ensure regular cleaning of office and guest house and prepare cleaning plan for guards/cleaners.
• Control and monitor the consumption/expenses of city power, fuel, gas and other in office and training centre.
• Ensure the reality of bills provided by training centre, drivers and other relevant staff.
• Ensure and follow that transport policy is implemented for rental and official vehicles.
• Ensure that all vehicles having log books and their proper recording by the drivers and regular check of logbooks against the Km and fuel consumption.
• Clear and process all transport related bills, quotation, expenses and other documents on a right time and properly fill them.
• Ensure all rented vehicles are hired based on the policy and organization’s requirement with proper documentation.
• Follow up of car requested slips and prioritizing them according to the need and make sure one care is used for multi purposes in the same route and avoided to care used in the same route.
• Ensure all electrical equipment are turned off after official time.
• Prepare duty roster for guards on monthly basis
• Ensure security of main gates and proper guarding of gates by guards
• Ensure implementation of security guideline of HealthNet TPO
• Ensure armed people are not entered to the office
• Prepare visits card to the visitors and ensure the visitors are properly registered and receipted
• Control entrance of unofficial/unnecessary victors to the office and guest house/training centre
• Coordination with security departments
• Participate in ANSO meetings and coordinate security concerns with them
• Ensure guards are on their duty and performing well.
• On time report of incidence and security issues to line manager/director and Kabul security Manager
• Identify and communicates risks & threats, and mitigates these for team and organization.

Human Resources Management

• Checking & managing daily thumb machine attendance reports.
• Tracking and properly communicating staff absentees, late arrivals and no punching issues with the relevant departmental heads on regular basis within due time.
• Ensure that all staff submitted their monthly time sheets with due time and properly recorded. Track and communicate with relevant line manager in regard to non-submission of the time sheets by their relevant subordinates.  
• Cross checking of thumb machine attendance with monthly time sheets for accuracy.
• Preparing monthly attendance report for record keeping and payroll.
• Proper record keeping of attendance reports and time sheets.
• Ensure that all newly hired staff in the Kabul office entered in due time in the attendance machine
• Managing leave application forms (receiving and recording).
• Entry of each leave form in database on timely basis.
• Prepare monthly leave balance report.
• Proper filling of all leave forms and filing.

• Maintain smooth running of the Human Resources Information System.
• Overseeing timely updates of personnel records, meeting organization and donor requirements.
• Develop an efficient filing system to make updating and retrieving files easier.

• To maintain confidentiality of all files and make sure that nobody is making illegal use of the information and are not handed to any unauthorized person.
• Photocopying, sorting and filing the documents.
• Maintain up-to date personnel files of field office.
• Regularly update files relevant documents received/available.      
• Ensure proper filing system is available and maintained.
• Make sure that regular back up is obtained and IT manager is encouraged to store the back up on reliable hard disks.
• Facilitate recruitment processes as and when needed.

Skills Required

• Management

Submission Guideline:

Interested and qualified candidates are requested to send their CVs along with an application letter and apply Via E-mail to vacancy@hntpo.org.af

Please ensure to fill out the Health Net TPO application form which is available in http://www.acbar.org/application form  

Please ensure to write the number of vacancy and position you are applying for, in the subject line of your E-mail Add.
 
Incomplete applications or applications received after closing date will not be given consideration. Candidates who are meeting the above criteria will be short listed; 
 
Country office Address,
 
HNO:  003, Main St: 005, Sello Road, DehNaw _Dehbori, District 03
Kabul, Afghanistan 

Submission Email:

vacancy@hntpo.org.af