Admin and Operation Officer

Date Posted: Aug 21, 2023

Job Detail

Location:

Kabul
Company:

AWEC
Type:

Full Time/Permanent
Shift:

Rotating Days
Career Level:

Experienced Professional
Positions:

1
Vacancy number:

HRM 59
Experience:

2 Year
Gender:

Male
Salary:

As per Company salary scale
Degree:

Bachelors
Apply Before:

Aug 26, 2023

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About AWEC

AWEC is a non-political, non-profit, woman-headed national organization established in 1991 by a group of educated Afghan women in exile, who rallied together to address the lack of facilities for Afghan refugees in Islamabad and eventually Peshawar, in Pakistan. AWEC has always been involved in advocacy and awareness-raising for women and children’s rights while providing services to those who frequently fall through safety nets. In recent years, one of AWEC’s core activities has been to support women through mobilizing Afghans, from local communities to political elites, towards the goal of reducing and eventually eliminating violence against women.

Our vision in AWEC is “an inclusive and just society with sensitized and responsive public and private sector, where all women and children have access to opportunities to improve their quality of life in order to realize their full potential”.

Job Description

Job Description:

Duties and Responsibilities:

Provide comprehensive administrative support: You will be responsible for performing a wide range of administrative tasks to ensure the smooth functioning of our operations. This includes managing calendars, scheduling appointments, coordinating meetings, and making travel arrangements.
Handle correspondence and communication: You will handle incoming and outgoing emails, letters, and phone calls, ensuring prompt and professional communication with internal and external stakeholders. You will draft and edit correspondence, reports, and presentations.
Maintain office documentation and records: You will manage and maintain office documentation, including filing systems, databases, and records. This involves organizing and categorizing files, ensuring easy retrieval of information as needed.
Coordinate office logistics: You will play a key role in coordinating office logistics, such as ordering and maintaining office supplies, equipment, and furniture. You will also oversee the maintenance and repair of office facilities,equipment and cleaning.
Proper communication and reporting to the MoEc and relevant government authorities.
Supervising the support staff such as guards, cleaners, cooks, and drivers.
Drafting and finalizing office rents and contracts.
Ensuring sustainable electricity and related maintenance for smooth implementation of program activities.
Implementing needed office security and safety measurements.
Developing proper office visitors screening and welcoming mechanisms.
Space management and allocation of suitable working space for staff according to their needs.
Vehicle scheduling, dispatch, and route planning.
Vehicle inspection and maintenance.
Vehicle performance monitoring, record keeping, and improvement.
Assist with financial administration: You will support financial administration tasks, including processing invoices, expense reports, and purchase orders. You may also assist with budget tracking and financial reporting.
Support HR-related tasks: You may assist with HR-related tasks, such as maintaining employee attendance records, coordinating recruitment processes, and assisting with onboarding and offboarding procedures.
Utilize computer programs and software: You will utilize various computer programs and software, with a particular emphasis on Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). You should be proficient in creating and maintaining documents, spreadsheets, presentations, and reports.
Maintain confidentiality: As an administrative professional, you will handle sensitive and confidential information. It is essential to maintain a high level of confidentiality and discretion in all aspects of your work.
Collaborate with team members: You will work closely with team members across different departments, providing administrative support and ensuring effective coordination and communication. Collaboration and teamwork are vital to accomplishing organizational goals.
Continuously improve processes: You will have the opportunity to identify areas for process improvement and suggest innovative solutions to enhance efficiency and productivity within administrative functions.

Job Requirements

Education and experience: A minimum of a bachelor's degree is required. Previous experience in an administrative role, preferably in a logistics or related industry, is highly desirable.
Excellent written and verbal communication skills: Strong command of the English language is essential, as you will be required to communicate effectively with internal and external stakeholders. Clear and professional written communication skills are necessary for drafting emails, reports, and other documents.
Proficiency in computer skills: Demonstrated proficiency in using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is required. Familiarity with other relevant software applications and the ability to adapt to new technology quickly is highly desirable.
Organizational and multi-tasking abilities: Strong organizational skills are necessary to manage multiple tasks, prioritize work effectively, and meet deadlines. Attention to detail and the ability to maintain accuracy in a fast-paced environment are essential.
Strong interpersonal skills: You should possess excellent interpersonal skills and the ability to communicate and collaborate effectively with colleagues, clients, and vendors. Professionalism, tact, and diplomacy in handling sensitive information and interactions are crucial.
Proactive and adaptable mindset: You should have a proactive approach to problem-solving, be able to work independently, and take initiative. Adaptability to changing priorities and a willingness to learn new skills and processes is important.
Confidentiality and integrity: Given the nature of administrative responsibilities, maintaining confidentiality and integrity in handling sensitive information is essential.
Time management and organizational abilities: Effective time management skills, and the ability to prioritize tasks, and meet deadlines are critical for success in this role.
Language skills: Fluency in English is required. Additional language skills, particularly in other languages spoken in the region, such as Dari or Pashto, would be an advantage.
Positive work attitude: A positive and professional work attitude, along with a strong work ethic, is highly valued in our company culture.

Please note that these requirements are representative, and additional specific requirements may be outlined during the application process.

Skills Required

computer skills

Submission Guideline:

Interested candidates are requested to send their applications along with their CVs to the attention of following address recruitment@awec.info

Kindly mention vacancy number and position title in your email's subject line, otherwise you won't be shortlisted. All shortlisted candidates will be directly contacted for test/Interview.

“Being committed to diversity & equal employment opportunity we highly encourage females & people living with disabilities to apply, all qualified applicants will receive consideration for employment without regard to ethnicity, language, religious sect.”

Submission Email:

recruitment@awec.info

Job Detail