Admin Assistant (Female Nationals Only)

Requisition ID: req51995

Job Title: Admin Assistant (Female Nationals Only)

Sector: Administrative/General Office

Employment Category: Regular

Employment Type: Full-Time

Open to Expatriates: No

Location: Kabul, Afghanistan

Work Arrangement:

Job Description

Travel arrangement for expats and IRC local staff flight booking, transfer arrangement, visa arrangement and accommodation Forwarding and shipment of personal effects of arriving/departure

Guesthouse management for expats and local IRC staff

Preparation of vouchers for travel and hotel payment and other payments directly related to duties as elaborated above. Ensure that all supporting documents attached as per finance regulation

Tracking and reporting on monthly travel expenditure (tickets, visa, per diem and accommodation)

Develop and implement a filing system for travel.

Help on developing and implementing of a filing system for travel and other related activities

Be able to travel to field offices for monitoring, on the job training, recommendation, and proper arrangement.

Be creative and follow up all administrative activities in a proper and standard manner

Arrangement of refreshment for trainings, meeting, and workshop inside/out of office

Supervising the support team inside office and report if there are any issues

Updating expats and local staff travel tracker and share it on weekly basis to admin manager

Updating of the international travellers tracking sheet to the IRC Regional.

Compile and process travel agencies payment accurately on time 

Field visit related to admin issues in field to report Kabul admin team for further action

Prepare and process lease agreements of all IRCA Premises (Offices, Guesthouses, Warehouses, parking Area, Medical Warehouses, and all SHLS Centres)

Receipt, registration, coding and forwarding of incoming faxes, letters, and other correspondence to proper department/unit/office

Sound contributions to knowledge networks and communities of practice.

Carries out other duties as assigned by supervisor.

Ensure and adhere to policies and regulations of organization

Qualifications

• University degree in Business Administration or another related field.
• 1 to 2 years proven Administration experience with emphasis on travel with international NGOs.
• Must have computer skills.
• Good organizational, diplomatic, and reporting skills
• Able to work under pressure
• Fluency in Pashto, Dari, and English
• Computer skills (including MS Word, Excel, Access, and Microsoft outlook) is must
• Ability to work closely, professionally, and constructively with all others regardless of nationality, ethnicity, gender, religion, race, tribe, or cultural background