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Field Office Administrator

JOB Vacancy Announcement #: (1396)

Job Title: Field Office Administrator

Application deadline: 07.12.2018

Other Information’s:

Only shortlisted candidates will be contacted.

Job Requirements:        

NA

Job Description:

LOGISTICS

Procurement

 In link with the HR & Admin Manager, organize the procurement (quotations, tender) of all the goods and services for the Syria Amuda Office.

 Ensure the purchasing process is respected, and ensure proper documentation is supporting all the purchases

 Ensure goods and services procured are at a good value

 Supervision of office supplies

Travelling

 Organize travel arrangement to/from Erbil to Amuda and within NES and ensure staff travelling are properly briefed

 Ensure staff, guests and materials are transported to their destination safely and on time.

Liaison with authorities

  • Ensure compliance with regulations of local authorities through liaison with the required authorities
  • When needed, assist the Safety Advisor with liaison and translation in meeting with authorities
  • Liaise with relevant authorities for movement authorizations

Office maintenance

  • Ensure offices premises are in good shape and properly maintained (plumber, electricity, minor works)
  • Ensure Security services are properly delivered
  • Ensure all bills are acquired and presented for payment on time

Asset Follow-up

 Maintain and update the inventory list as per requirements and submit monthly reports.

 Ensure all assets are tagged and keep record of movement of assets.

 Ensure that all assets are keep in good shape and follow up with their maintenance schedule.

IT

  • Ensure all IT equipment is functional and properly serviced.
  • Ensure the proper and efficient operation and maintenance of all communication systems (internet, intranet, phone, fax, etc).

CASHBOOK and PETTY CASH MANAGEMENT

  • Ensure that 100% of expenses are accurately entered on soft cashbooks on a daily basis
  • Ensure the petty cash reconciliation is completed at the end of each month and demonstrate that the cash ledger and the physical count of cash correspond in all currencies.
  • Ensure that 100% of entries to the cashbooks are supported by valid purchase request invoices and receipts
  • Ensure the petty cash reconciliation is completed at the end of each month and demonstrate that the cash ledger and the physical count of cash correspond in all currencies.
  • Prepare the Amuda Office vouchers, bank and cash book, (supporting documents, translation…) and copy the vouchers before submitting the originals to the Accountant for posting in Accounting System.
  • Prepare an estimate of the monthly cash requirement for the sub-office and submit the cash forecast sheet to Finance Manager. Not later than 18th of the month.
  • Report all (if any) discrepancies and irregularities in cashbook and cash count to the HRAM at once.

HUMAN RESOURCES

  • Maintain and update the personnel files. Make sure that all staff have updated contracts, job descriptions and appraisals.
  • Record all staff leaves and absenteeism.
  • Ensure all staff have staff IDs where is required
  • Ensure that the staff regulations are known to all Syria Amuda staff
  • Liaise with the health & travel insurance providers as needed

STAFF MANAGEMENT

  • Responsible for the management of the support staff (driver, cleaner) and third-party contractors under his / her responsibility (IT Technician and other contractors), according to rules, procedures and staff regulations.
  • Responsible for the mentoring, capacity building, supervision and appraisal of his/her team.

OTHERS

  • Participate in staff meetings
  • The position and duties of this post require a great degree of flexibility and adaptation. Hence, within reasonable limits, the Administration Officer might be required to carry out tasks that may not be explicitly detailed in this job description but are aligned with principles and mandate.

Advertiser :Confidential غير معلن

Duty Station: Amuda

How to Apply:
Please send your CV to the following email:

 nes.ngo.jobs@gmail.com

Please consider to mention the advert ID (Above) and the job title in the email subject.

عدد التعليقات : 1

  1. I work for INSo as field observer in the qamishli area

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