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HR Manager

 

About Harakat- Afghanistan Investment Climate Facility (H-AICF)

BACKGROUND INFORMATION:
Harakat-AICP is a multi-donor funded programme. The lead donor is the UK. Harakat is an Afghan-managed non-profit organisation operating as a grant-management facility. It has inherited a seven- year legacy from its predecessor (Harakat-AICF) of delivering projects aimed at improving barriers to private sector investments in the country. This was achieved through its partnerships with the Government of Afghanistan, private sector, civil society and NGOs. By facilitating a healthy and competitive investment climate as part of its vision, Harakat-AICF sector-specific interventions have supported direct job creation, revenue generation, laws and regulations, and other programs contributing to the private sector’s ease of doing business in Afghanistan.
Harakat-AICP has identified a program management approach to achieving the objectives of fostering an enabling environment for private sector investments in the country by concentrating on four programme pillars: (1) Public Private Partnerships; (2) Legal and Regulatory Reform; (3) Investor Protection; (4) Women’s EconomicEmpowerment.
Through the design of these specific areas of intervention for these programme pillars and linking them to measurable outcomes and indicators, Harakat-AICP aims to impact the country’s business enabling environment by attracting viable foreign direct investments and domestic investments, increasing the confidence of the private sector at large, creating employment opportunities, and generating revenue. By the time Harakat-AICP completes its mandate in 2023, it expects to have contributed to significant economic transformation of Afghanistan’s economic growth terrain
Harakat-AICP shall serve as a trusted partner to the Government of Afghanistan, the Private Sector and Civil Society by supporting and promoting the private sector development and business economic reform agenda of the country through sustainable and measurable impact.

 

Job Summary

PURPOSE OF THE POSITION:
The role of the Administration Officer (AO) is to assist the managers in the execution of their duties. The AO will be required to be knowledgeable in the application of AICP administration, finance, programme and procurement procedures to support day to day AICP operations.

Job Details

Date Posted: 09 Feb 2017 Reference: 004-2017
Closing Date: 08 Mar 2017 Work Type: Full Time
Number of Vacancies: 1 Gender: Any
Functional Area: Human Resource Open Ended: NO
Nationality: Afghan Salary Range: As per company salary scale
Contract Type: Permanent Years of Experience: 5 Year(s)
Contract Duration: 1 Year(s) & 0 Month(s) Extension Possibility: No
Probation Period: 3 Months

Duties and Responsibilities

JOB SPECIFICATION
Administration
The AO will assist the AHRM to ensure the AICP office is operationally efficient and effective. The AO assists the PM in managing administrative functions, human resources and facility needs. Administrative assistance to the PM will include:
• Maintaining personnel and other administrative records.
• Monitoring inventory of office supplies and the purchasing of office equipment and supplies.
• Management of office facilities, vehicles and maintenance activities.
• Coordination of schedules and other logistical arrangements.
• Preparation and organisation of meetings, workshops and secretarial support to the AICP.
• Coordinating maintenance and use of computers and telecommunications within the AICP.
• Administration of support staff and vehicles.

Procurement:
Procurement is key functional responsibility of the PM. The AO will be required to support the PM in the application of procurement procedures and perform purchasing duties to support AICP operations. The AO will be required to perform duties within sole sourcing and quotational processes to allow the PM a level of separation of duties for auditability and governance. Procurement and purchasing activities will include:
• Providing benchmarked pricing to aid purchase requests.
• Receiving purchase requests and raising payment requests for approval by the PM.
• Reviewing Supplier List for specific supplier of commodities and procuring items.
• Reconciling with the PM by submitting receipts attached to approved paymentrequests and receiving clearance for advances.
• Assisting PM update and maintain the AICP asset register. 
• Completing the Standard Quotation Request Form (SQRF) with all the relevant details required to inform the suppliers of purchasing requirements. 
• Forwarding SQRFs to the selected suppliers and recording bid responses on the RFQ Tracker. 
• Raising payment requests for approval by CFO.
• Procuring items and securing official invoices form selected suppliers.
• Securing approvals to raise cheques from PM.
• Delivering signed cheques to supplier and securing receipts after confirming receipt of cheques.
• Submitting payment vouchers with complete documents to the PM for posting into the accounting system.
• Providing the necessary information for the PM to update the asset register.
• Submitting payment vouchers with complete documents to PM for posting into Accounting System.
• Preparing minutes of public tender openings and providing copies upon request to consultants who submitted proposals or to the Donor / Investor.

Finance:
The AO will assist the FM in activities associated with:
• Coordinating AICP payroll administration.
• Maintaining financial and administrative records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for day-to-day transactions and reports.
• Providing administrative support to the management including administration of budgets.
• Monitoring costs and expenses to assist in budget preparations and providing regular reports to the CFO.
• Implementing controls of the supporting documents for payments and financial reports for AICP activities.
• Maintaining delivery records and make programme transactions.
• Maintaining inventory of AICP assets.

Professional Conduct:
• Comply with personal legal liabilities and fiduciary requirements of diligence and care in carrying out the duties of the AICP.
• Act honestly in all the affairs of the AICP and avoid conflict of interest and, should this arise, it must be declared. 

KEY RESULT AREAS:
Administration, procurement and finance activities are delivered to the satisfaction of the CFO.

Skills

Personal Skills & Abilities:
• Strong organisational and problem-solving skills.
• Strong IT skills.
• High level of interpersonal communication and team skills.
• Ability to communicate with persons of various cultures and disciplines.
• Excellent written English skills.
• Ability to work in a dynamic and responsive environment.
• Ability to work under pressure and respond to multiple tasks.
• Professional presentation and approach.

Qualifications

PERSON SPECIFICATION 
Education:
Tertiary qualifications from a recognized university that includes business administration.
Experience:
• Minimum of 5 years’ experience in an administrative capacity.
• Experience using and maintaining office equipment.
• Experience in record keeping for administration and personnel records. 
Knowledge:
• Knowledge of basic bookkeeping or accounting. 
• Understanding of purchasing process requirements.

Job Location

Afghanistan - Kabul: PROVINCIAL CENTER (KABUL) 

Education:

Bachelors Degree,

Submission Guideline

Submission Guideline:
Applicants must submit a complete application that includes a letter of interest, current curriculum vitae, and contact information for four professional references. All submissions must be made via email only to the below email and please write the reference 004-2017 in the subject line of you email.
Credential review begins immediately and will continue until the position is filled. Harakat-AICP reserves the right to screen and interview suitable candidates any time during this period. No phone calls please. Only shortlisted candidates will be contacted
Harakat-AICP prohibits discrimination in employment on any basis. 
Women are strongly urged to apply.

Submission Email

aicp@harakat.af