Union Aid

Specific duties and responsibilities include, but are not limited to:

Administration:

• Organizing administrative office activities and events, including workshops, meetings, and other events.
• Providing support for internal and external events, visits, contacts, and services
• To ensure and manage the availability of accessories, equipment, stationery, office supplies, office stock, and placing orders as required.
• Ensuring that operational services and contracts are maintained and renewed accordingly (rent, utilities, internet), etc.
• Ensuring timely payments for operational costs such as rent, service fees, utilities, etc.
• Maintaining a clean and well-organized working environment.
• Providing appropriate direction to support staff, watchmen, cleaners, and cooks.
• Providing support for traveling, accommodation, and flights of the staff.

Procurement:

• Creating and maintaining a comprehensive procurement tracker for each project, which is shared on a timely basis with relevant stakeholders,
• Ensuring the quality/transparency and integrity of procurement activities in Kabul and ensuring that procurement activities are accountable, in compliance with UA Procurement policies, guidelines & regulations,
• Ensuring all procurement requests are treated in a timely and efficient manner and ensures delays are communicated promptly to the interested colleague,
• Ensuring the quality of goods/services meets the specifications provided by the requester,
• Responsible for effectively and orderly filling and archiving of procurement documents,
• Ensuring that all procurements are properly documented and that files are complete, in line with UA procurement guidelines, donors and audit requirements,
• Receiving and validates requests forms and purchase orders, based on requirements,
• Purchasing all necessary equipment and materials, respecting UA’s procedures,
• Supervising and managing procurements carried out by assistant logistician,
• Preparing letters in Pashto/Dari to governmental departments for processing the work,
• To proceed with custom clearance documents of MoPH, MoF, and other relevant ministries,
• Performing any other tasks as assigned by the line manager.

Fleet Management:

• Ensuring that vehicles and generators are regularly served and functional, including a proper recording of log books, fuel consumption, and service costs,
• Ensuring safe operational use of UA fleet by implementing and respecting of UA SOP’s,
• Ensuring the rental vehicles contracts are valid and following up on monthly payment requests with the finance department,
• Managing and follow-up on vehicles and generators maintenance and repair,
• Performing any other tasks as assigned by the line manager.

Support Pharmacy activities:

• As a part of life-saving activities in our country, the Admin and Logistics officer is responsible for providing administration and logistics support and facilitating receiving and dispatching of medical equipment and drugs,
• Facilitate the means of transportations, loading, and offloading of medical equipment and drugs from/to health facilities, across the country,
• Performing any other tasks as assigned by the line manager.

Warehouse:

• Preparing and organizing proper storage space, for medical and non-medical equipment and materials,
• Receiving stationary and other goods from the local bazaar and distributing them, according to requests and after collecting the necessary authorizations,
• Preparing lists for office needs,
• Receive equipment from HQ, and sub-offices and ensure effective documentation and filling of receptions,
• Renting trucks for supplying of goods and drugs to field sites, as requested by program (s) department,
• Preparing waybills and packaging lists, good received notes and other logistics documents, as required and based on UA guidelines and procedures,
• Performing any other tasks as assigned by the line manager.

Assets Management:

• Ensuring effective follow-up and registering of all assets on the base,
• Maintaining an updated inventory list, as per UA’s procedures and guidelines,
• Maintaining an updated register of assets assigned to staff and making sure to collect their signatures on assets handling forms,
• Ensuring all assets are functional and kept in good and safe conditions; ensure the follow-up of regular maintenance and repair of all assets present on the base,
• Documenting all transfers, disposals or donations of assets to other partners or bases,
• Performing any other tasks as assigned by the line manager.

• Bachelor’s degree in business administration or economics;
• Must have full knowledge of administration management rules and procedures;

Experience and other skills required:

• Minimum of 4 years experience in admin and logistics, out of which at least 2 years relevant experience with government or a National / International NGOs;
• Fluent in English and as well as in Pashto/Dari (Speaking and Writing);
• Strong oral / written communication skills and Computer Knowledge of MS Office packages, especially MS Word and MS Excel.
• Able to work under pressure / as team member and work for long hours as and whenever required.

Union Aid has a zero tolerance policy with regard to Sexual Exploitation and Abuse by Union Aid‘s personnel against the people they serve. All forms of sexual exploitation and abuse are incompatible with the universally accepted norms, values, principles and standards that underpin our [Name of the organization]. Protection from Sexual Exploitation and Abuse (PSEA) is the responsibility of everyone and all selected candidates will be required to comply with the Union Aid’s PSEA Policy at all times. Selected candidates will therefore undergo rigorous reference and background checks against their past behavior related to sexual exploitation and abuse, and may be required to provide additional information further on in the selection process.

• Please write the Job title/Vacancy Number on the subject line of your email.
• Aplications received after the closing date will not be considered
• ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED

hr@unionaid.org