AdresGeneral Duties:
- Assist in the management of office premises and facilities in HLM, and make sure office setups are based on IRC-A standards.
- Manage administrative supplies, office equipment, and other assets to ensure they are well-maintained.
- To ensure office supplies such as tea, coffee, utilities, and cleaning supplies stock are replenished on time and incoming and outgoing quantities are recorded.
- Coordinate the arrangement of refreshments and the organization of trainings, meetings, and workshops, both within and outside of IRC.
- Supervise the support team (Cleaners, Cooks, and housekeeper) and Maintenance team within the office and promptly report any issues as they arise.
- Conduct field visits related to administrative issues and report findings to the Kabul admin team for further action.
- Manage lease agreements for office premises and ensure compliance with contractual obligations.
- Process the rent payment of all premises rented by IRC-A to the agreement on time and make sure the relative landlord has received his/her payment.
- Collect Paid Tax Papers of all the premises from the Finance Department and share them with relative landlords.
- Remain the Focal point on behalf of IRC with the Landlords.
- Manage accommodations for visitors coming to HLM-FO and work closely with the KBH and field admin team to manage accommodations for HLM- staff traveling to KBH or other fields.
- Make sure guesthouses at field offices are hygienic, and well-furnished, there is enough space, and the guesthouse team is well-trained.
- Provide upscale guest service experiences for the employees and guests throughout their stay.
- Actively listen to and resolve complaints and address their requests.
- Oversee petty cash management, including disbursements, reconciliations, and maintaining appropriate documentation.
- Raise PRs whenever requested by supervisor.
- Aid in the preparation of per diem, reimbursement, and other benefits to staff.
- Fulfil any other relevant duties as assigned by the supervisor.
Specific Duties:
- Office Setup Management: Assist in the efficient management of office premises and facilities in HLM, ensuring they adhere to IRC-A standards.
- Space Management: Manage space allocations and ensure every department has proper and comfortable space.
- Asset Management: Manage administrative supplies, office equipment, and other assets to guarantee their proper maintenance and functionality.
- Office Supplies Management: Ensure timely replenishment of office supplies such as tea, coffee, utilities, and cleaning materials. Keep accurate records of incoming and outgoing quantities.
- Event Coordination: Coordinate the arrangement of refreshments and the logistics for various events, including pieces of training, meetings, and workshops, both within and outside of IRC.
- Team Supervision: Oversee the support team, including cleaners, cooks, housekeepers, and maintenance staff within the office. Promptly report any issues that arise.
- Lease Agreement Management: Manage lease agreements for office premises, ensuring compliance with contractual obligations.
- Rent Payment Processing: Process rent payments for all IRC-A rented premises promptly and ensure landlords receive their payments promptly.
- Accommodation Management: Manage accommodations for visitors to HLM-FO and collaborate with the KBH and field admin teams to coordinate accommodations for HLM- staff traveling to KBH or other field locations.
- Guest Service Excellence: Provide high-quality guest services to employees and guests throughout their stay. Address complaints and fulfil guest requests promptly and professionally.
- Petty Cash Management: Oversee petty cash management, including disbursements, reconciliations, and maintaining thorough documentation.
- Purchase Requisitions: Raise purchase requisitions (PRs) as requested by the supervisor.
- Staff Benefits: Assist in preparing per diem, reimbursement, and other staff benefits as required.
- Fulfil any other relevant duties as assigned by the supervisor.
