Job Detail

Job Summary:

The FLAT Officer (HR/Admin/Log/Sec) supports & assists the  FLAT Team he is working under the direct supervisor of FLAT at the base level in EAST and he will manage all the HR, Admin, Logistic and Security tasks and issues in Laghman province.

Duties & Responsibilities:

HR:

• Laptop internet and intranet connectivity troubleshooting.
• Daily checks the attendance sheets.
• Daily and monthly filling of HR documents on the relevant personal folders.
• Keeping all personal folders and files up to date.
• Support department colleagues in daily relevant activities.
• Update all staff personal folder.
• Prepare monthly Vacation follow up.
• Prepare monthly Sick Leave follow up.
• Prepare monthly Attendance sheet.
• Announcement of Jobs locally.
• Update Mission Follow up
• Performs other duties as requested.
• Ensures daily attendance records are checked by the end of each month and to prepare next month attendance sheet

Administration:

• Preparing the premise follow up on a monthly bases
• Following preparation of the premises in close collaboration of logistic department
• Updating all rented house contract and sending the original copies to Jalalabad.
• Preparing invoices for advances and monthly payment of rents to finance for owners
• Register all the In and Out letters in ACTED office and follow with relevant department
• Follow up of all liaison activities with other agencies and offices
• Arrange meetings with authorities
• Managing of administrative jobs in sub-bases level

Security:

• Act as security focal point for assigned sub-office
• Supervise implementation of security policies and plans at sub-office level
• Disseminate security information from ACTED security chain to staff
• Report any security incidents to Security Officer – Jalalabad
• Ensure first aid and fire safety equipment is provided and maintained in accordance with ACTED standards.
• Supervise office guard force
• Support movement tracking carried out by Jalalabad office
• Other security tasks as directed by Security Officer – Jalalabad

Logistic:

• Ensure that any need should be delivered according to the defined chronogram, requested quality standards, and proper procurement scenario.
• For any procurement, guarantee the compliance of the supplier selection & related documentation as per ACTED & donor’s procurement guidelines and laws of Afghanistan.
• Coordinate the procurement cycle the base/area of affectation with all stakeholders (program, finance, coordination, suppliers, etc.)
• d) Ensure constant availability of running supplies/services/works such as fuel, stationery, transportation means, etc.
• e) Manage traceability & reconciliation between orders, contracts & deliveries, and liaise with finance and/or CLM for problem solving.
• ensures all documentation is available in English
• Stocks & deliveries: Ensure appropriate storage network & stock management standards in the base/area of affectation
• Ensure goods transportation means are secured as per needs.
• Maintain a regular information across teams about stock levels & expected lead-times.
• Manage periodic inventories, stock clearance and investigations over discrepancies.
• Maintain an up-to-date asset inventory, including proper asset labelling; investigate and document any loss or damage.
• Manage random asset inventories to check the monthly asset follow-up reliability, and take the needed corrective actions.
• Ensure ACTED logistics manual is applied base/area of affectation and donors’ specific requirements for logistics & procurement are met.
• Enforce a zero-tolerance policy regarding corruption and ensure adherence to ACTED Code of Conduct and Anti-Fraud policy and report through the appropriate channels (Complain line, audit, security department) any abuse.
• Coordinate logistics TITANIC reporting on a monthly basis, and ensure checking the reliability & relevance of data reported.
• Ensure a timely and accurate logistics document flow in liaison with other FLAT departments and other bases.