Job Detail

The Service Support Unit (SSU) is one of five support units of the administration department in the Kabul Management Office of SCA. The unit consists of three main subsections: Facilities, External Relation, and service personnel Management and Training, with around 100 staff members. The SSU is a Coordination and Facilitation Service unit providing training and guidelines for KMO/RMO offices while directly managing office and accommodation facilities in KMO as well as providing a conducive working environment for staff and visitors. The scope includes managing the office complex and external organizations like government and businesses on behalf of SCA.

The Service Support Officer (External Relations) is directly supervised by Senior Service Support Officer. The Service Support Officer (External Relation) is required to oversee the external relation subunit and provide timely services to KMO staff in facilitating visa, flight bookings, insurance coverage, work permit and SCA vehicle registration; serves as liaison between SCA and the Afghan Government. Additionally, provide technical support and backstopping to the RMOs Administration units.

Main Responsibilities:          

• The Service Support Officer (External Relation) is responsible for the smooth running of the subsection and contributes to the whole units' achievements.
• S/he ensures staff travel arrangement, visa, insurance, work permit, SCA vehicle registration, radio licenses etc are managed and arranged in a timely manner. 
• Other duties as assigned by supervisor.

Management and Services:

• Has responsibility for managing the SSU’s External Relations subunit activities 
• Ensures that all the functions of the subunit of the SSU run smoothly and that issues are taken care of on proactive manner in a systematic and professional manner 
• Maintain professional communication within the SSU and other units of KMO and RMOs 
• Oversee the travel arrangement process for the newly recruited staff and Consultants that include, facilitation of visa, flight booking and work permit; ensures that all documentation as required by the Afghan Government to facilitate this process is complete. 
• Domestic and International flight booking, and accommodation for SCA staff. 
• Oversee the couriers' timetable, ensure that the inward and outward mails are dispatched and received on time. 
• Serve as Liaison between the Afghan Government and SCA; regular meeting with the relevant people in the relevant ministries to ensure the desired result is achieved. 

Budgeting and reporting:

• Assists and supports the SSU manager with unit’s annual budget, work plan, and reports as well as periodical progress report to the SSU Manager/Administration Director as needed. 
• Keep track of expenses, cash advances and clear them on time 
• Impress for flight bookings, Visa fee and license renewal are cleared in a timely manner. 
• Ensures UNHAS and other flight booking invoices, insurance bills, license fees and other related bills are cleared and reconciled on time. 
• Support the SSU manager in reviewing of the new service support systems, guidelines, manuals, and procedures for all the SCA offices 
• Assess staff needs and plan their competence development through internal or external resources 
• Coach and monitor staff performance through periodic staff reviews. Ensure staff work with clear goals and objectives to deliver on their task, while contributing to team objectives 
• Builds professional and good working relations with relevant external stakeholder 
• Ensure SCA’s neutrality is maintained when accepting external visitors in guest houses 

Support to the RMOs:

•  Support, backstop and review facilities guidelines, roles and procedures for all SCA offices in Afghanistan are consistent and available.
• Responsible to maintain good working relations between KMO units and RMOs through personal visits and meetings
• Ensure policies are clear and understandable to all staff in KMO and RMOs
• To perform any other relevant tasks given by his/her immediate supervisor.
• Serves as a backup for SSO external relations.