Senior Administration Manager

About WEE-RDP/MRRD:

The Government of Afghanistan (GoIRA) launched the Women’s Economic Empowerment National Priority Program (WEE-NPP) on March 8th, 2017. The WEE-NPP forms the third pillar of the GoIRA’s Gender Strategy which is encompassed in the broader Afghanistan National Peace and Development Framework (ANPDF) – the country’s five-year development plan. The WEE-NPP aims to build poor women’s capacity to strengthen the economy of their households, communities, and the entire nation. It is structured as an umbrella program (rather than a stand-alone project/operation) that would operate through over a dozen line ministries (through ongoing or pipeline projects) and coordinated through a Program Coordination Office (PCO) in the Ministry of Labor, Social Affairs, Martyrs and Disabled (MOLSAMD).

The Mission of the Ministry of Rural Rehabilitation and Development (MRRD) is implementing the Women Economic Empowerment Program (WEE-RDP) to ensure the social, economic, and political well-beings of rural society, especially with the poor and vulnerable people, through the provision of basic services, strengthening local governance, and promoting sustainable livelihoods. MRRD accomplishes this mission through donor funded national programs (Citizen Charter, Sustainable Economy Growth and the Boarders Sustainable Development) defined as the MRRD pillars.

Women Economic Empowerment-Rural Development Project (WEE-RDP) is a flagship national initiative of the GoIRA and part of the Sustainable Economy Growth pillar of MRRD, which intends to increase social and economic empowerment of rural poor women in selected communities during a five year project. It would work in 5000 villages in all 34 provinces across Afghanistan in close collaboration with Citizen Charter (CC) and assuring convergence with other MRRD projects, NHLP project of MAIL, Access to Finance project (TUP) of World Bank, etc. The project will work closely work with Micro Finance Institutions (MFIs) and other stakeholders from financial sector to promote access to finance in selected rural areas.

SUMMARY OF DUTIES

The Administrative Manager (AM) shall lead the Administration Unit of the Program Support Office at WEERDP Headquarters responsible to coordinate and deliver all administrative services for WEERDP operations throughout Afghanistan including management of: a). document and correspondence flows internal and external to the organization and archiving systems; b) transport services and fleet management; c). security protocols and the follow-up of staff security and staff movements; d). office premises and asset management; and e). the development and institutionalization of the policies and procedures of the WEERDP Administration Manual, :f) Responsible for coordination and management of operational activities of Regional Offices.

Job Description:

DUTIES AND RESPONSIBILITIES

Plan and coordinate administrative procedures and systems and devise ways to streamline processes
Provide Support in the arrangement of recruitment process and train personnel and allocate responsibilities and office spaces for the WEE-RDP Staffs both in Kabul and Regions
Assess administration staff performance and provide coaching and guidance to ensure maximum efficiency
Ensure the smooth and adequate flow of information within the WEE-RDP to facilitate entire projects operations
Manage schedules and deadlines
Monitor inventory of offices supplies and the purchasing of new materials with attention to budgetary constraints and seated procedures of MRRD and WB
Monitor costs and expenses to assist in budget planning, preparation and on time executions
Oversee facilities services, maintenance activities and tradespersons (e.g electricians, mechanicals, carpenters, water system, and all other maintenances)
Organize and supervise other office activities (recycling, renovations, event planning etc.)
Ensure operations adhere to policies and regulations
Keep abreast with all organizational changes and business developments
Follow and manage the liaison operations within the government and others when asked
Be prepared for auditing process planned by the government, third party monitoring and WB

Prepare daily expenses vouchers and process them;
Record financial transactions using accounting software application package;
Maintain proper supporting documents for all financial, Administration, HR and Procurement related data and implement easy access filing system;
Reconciles bank accounts and compare bank balances with books on monthly basis;
Preparing monthly payroll in coordination with Human Resources Unit and FM;
Generate payments requests and coordinates signing of requests;
Maintain and cash flow project statement, and alert finance and program teams on shortfalls and over-expenditures;
Assist in the preparation of program budgets to support strategic planning activities;
Maintain accounting records to be able to prepare and reconcile Qatia with MoF;
Supports, trains and mentors field staff of admin and finance            Prepare all administration and financial and other operational related reports. Assist the preparation of monthly/quarterly/yearly accounts ensuring timely and accurate reports to WEE-RDP management and World Bank/IDA-ARTF;
Assist Establishes a financial management system to be utilized by the various Provincial offices in the field to ensure timely and accurate management of project funds;
Manage the provision of travel and accommodation for operations including national and international flight bookings, hotel reservations, preparation of travel authorizations, processing requests for visas, working permits, MRRD identity cards and so on;
Provide all Admin related support to the program in, Inventory, Transport, Office Management, Internet, and supervision of support staff etc.
Provide all HR related support such as, preparation and arrangement to conduct employee’s written test, Interview, control E-attendance and send monthly report to PMO and etc.
Provide all Procurement related support in finding of potential suppliers, issuing and collection of RFQ, signing of contract by successful vendor and etc.
Other duties and responsibilities as assigned.

Job Requirements:

KNOWLEDGE/EXPERIENCE, QUALIFICATIONS/SKILLS AND ABILITIES REQUIRED

Knowledge/Experience

Bachelor Degree in Business Administration, Public Administration, Economics or other Management related fields with 7 years consecutive experience, preference will be given to Master of business Administration (MBA), Public Administration, Management, Economics and other  Management related Fields, with 5 years’ of consecutive work experience with focus on Administration, Financial Management, Project Management, Coordination and Operational Activities.
In-depth understanding of project Management,  office management procedures and departmental and legal policies
Proficient in MS Office
team work and managerial skills and abilities
Demonstrated ability to coordinate the activities of a small, specialized financial management planning, Office Management and information unit.

Skills

An analytical mind with problem-solving skills

Computer skills (Word, Excel, Access, Outlook, Internet use).
Full working knowledge of English, and Dari and Pashto languages
Ability to critically review and improve financial management and expenditure monitoring systems to increase accountability;
Excellent organizational and multitasking skills

Abilities

Being on time, and able solving problems on time
Ability to work in a high pressure environment;
Ability to multi-task and work under pressure;
Ability to work independently and also as an effective team member
Professionalism in appearance and demeanor; and
Willing and ability to travel to the field.
Willingness to enhance knowledge through training and personal initiative.

REPORTING RELATIONSHIPS

Direct Reports to the Deputy Director of Support services, and overall accountable to the WEE-RDP leadership.

Submission Guideline:

Interested Afghans with the required qualifications and experience should submit their applications electronically through vacancies.hrcsd@mrrd.gov.af
While submitting your applications please mention the Title of the position plus Vacancy Number in the subject of the e-mail; please do NOT submit any other supporting documentation or educational certificates with your application. If you are short listed you will be asked to submit electronic copies of your educational certificates and if you are invited to written test you will be required to present the original certificates. Applications will not be accepted after the closing date of the position. Only short-listed candidates will be contacted for written test Note: In the interests of open and fair competition and a merit based selection process applicants are advised that lobbying for a position , whether by the applicant or by any person acting on his or her behalf, shall result in the immediate disqualification of the candidate from further consideration. Applicants are strongly advised to inform potential supporters of this restriction which shall be strictly enforced.

Please don’t forget to type the Vacancy Announcement Number (1544/020/HRCSD/WEE-RDP/MRRD) in Subject while applying online. Application without vacancy number will not be accepted. 

The Ministry of Rural Rehabilitation and Development of the Islamic Republic of Afghanistan is highly committed to increase women’s participation in government sector therefore women are highly encouraged to apply.

Submission Email:

vacancies.hrcsd@mrrd.gov.af