Administration Assistant

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Description

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The hunger crisis in Afghanistan is unfolding at a rapid pace, with 15 million of population now facing acute food insecurity. Work opportunities are shrinking, with most households now reporting just one day of work per week. This comes on top of the worst drought in years, which is especially concerning for the 85 percent of the population who rely on agriculture for livelihoods. Preventing and mitigating a drastic increase in hunger and malnutrition is the aim of WFP in Afghanistan which can only be achieved through the scaled up and sustained complementary food security and nutrition interventions, combined with a scale-up of resilience interventions to safeguard gains. WFP has embarked on a significant month on month scale-up of its crisis response and resilience programmes across the country, ensuring that the programme is delivered at the right scale and time, targeted to the right areas. WFP is also actively following up on evolving trends to pre-empt hotspots, while guaranteeing quality and maximum impact of the programme through the monitoring of these hotspots to be able to support continued donor advocacy.

JOB PURPOSE

•  To support effective delivery and maintenance of client-focused, value-for-money oriented quality administrative practices. 

KEY ACCOUNTABILITIES (not all-inclusive)

Under the direct supervision of the Admin Associate and overall supervision of Administrative Officer the incumbent will be responsible to perform the following generic duties:

• Prepare and register Tax exemption certificates and submit them to MoFA/ CRD for further processes.
• Coordinate with Supply Chain and vendors for processing of exemption certificates.
• Follow up on customs clearance process of all Non-Food Items (NFI) shipments.
• Liaison of pre notifications, invoicing, and documentation of purchased goods with CO Supply Chain unit for facilitation of customs clearance.
• Works closely with the ministries, courier companies for TAX exemption and customs clearance of WFP NFI shipments and personnel effects.
• Liaison with government authorities on different official issues (disposal of vehicles, Import & Export of Vehicles, phone, licenses etc.) Registration of communication equipment with ATRA.
• Ensures that Customs files are properly updated and maintained on timely basis.
• Ensures cargo and customs clearance from Kabul airport and Kabul Custom House.
• Maintains database on status of customs clearance, cargo clearance of all NFI shipments. 
• On protocol, the incumbent must also have background and hands on experience in dealing with issues related to protocol, visa and work permits acquisitions for international staff. 
• Enough knowledge of visas and Afghanistan visa and immigration procedures and laws. 
• Working experience with ministries involved in visa and immigration sector. 
• Ability to draft impeccable letters (in Local Languages & English), communicate and respond to various correspondences received from the host government addressed to WFP. 
• Ability to translate correspondences received from government ministries and authorities. 
• Adequate skills to manage excel databases and maintain necessary customs, protocol, and visa databases on regular basis. 
• Facilitates Registration and de-registration of the country office light vehicles and fleet trucks as required.   
• Maintains records of vehicles registration documents. 
• Perform other related duties as required.

STANDARD MINIMUM QUALIFICATIONS

Education: 

• Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.
• Higher education in lieu of work experience
• Relevant, completed university degrees may be considered in lieu of experience with the following conversions: 
• Completed Master’s degree: Equal to 1 year of work experience.
• Completed Bachelor’s degree: Equal to 2 year’s work experience.
• For female applicants, 1 or 2 years’ experience may be granted for partly completed studies prior to 2022. 

Experience:

• At least 5 years of relevant work experience out of which at least 2 years in Visa and Immigration affairs, and NFI customs clearance.

Desirable Work Experience:

• Has sound understanding and experience in general administration management.
• Has sound experience in Protocol & Customs Management. 
• Has strong abilities in data analysis and report writing skills.
• Has a teamwork spirit and is flexible to accept responsibility. 
• Has good physical health condition to perform outdoor activities

Knowledge and Skills:

• Competent in communications (written & spoken)
• Reports and Data Management
• Planning & Time Management
• Client Management
• Flexible and adapting to difficult situations 

Language: 

• Fluency in both oral and written communication in English and local languages (Pashto/Dari).

Source: https://career5.successfactors.eu//career?career_ns=job_listing&company=C0000168410P&navBarLevel=JOB_SEARCH&rcm_site_locale=en_GB&career_job_req_id=832683

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