Annoucements
Job Description
Position: Administration Manager
Supervisor: Chief-of-Party
Administration Manager
The Administration Manager has responsibility for the overall management of the Office’s administrative operations and is responsible for performing and planning acquisition/procurement functions for the entire Office, following Abt-approved policies and procedures. S/he should have at least 8 years of relevant, practical experience. S/he supervises overall Office operations including administrative management and logistic support, space management, supply, non-expendable property, and the Office’s procurement functions.
Specific Responsibilities
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S/he analyzes Office management requirements and develops and institutes administrative support activities and budgets.
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Formulates and recommends to the COP and applies internal Office management systems and policies. Continuously evaluates organization and the provision of services to ensure the best utilization of human and material resources. Maintains project Office Procedures Manual.
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Supervises the work of the Administrative Officer, Receptionist, Drivers, janitor, and other administrative personnel.
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Works with Finance Unit to ensure that coordination of functions is carried out appropriately. Works with Security Officer to ensure that Security policies and procedures are observed. Works with Project Staff to ensure that they are supported, while also observing Abt policies and procedures.
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Supervises the operation of the following systems as carried out by appropriate administrative personnel:
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Vehicle pool, arrangement and scheduling of transportation, vehicle maintenance, hiring of drivers, and maintenance of vehicle log books. Coordinates with Security Officer to ensure that drivers are observing appropriate security measures and are trained in security protocols.
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Manages hotel reservations, arrangement of events, seminars and meetings.
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Manages timesheet process for labor reporting, and compliance.
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Manages reception function, including ensuring that receptionist is answering telephone speedily and appropriately, that all visitors are greeted and assisted appropriately, and that other receptionist duties are assigned and monitored as needed.
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Manages the hiring and human resources administrative functions for the office, including posting of job advertisements, scheduling of candidate interviews, collection of necessary hiring documents and verifications as required by Abt policies and procedures, assignment and furnishing of office space, orientation, introduction and training of new staff in office procedures, their benefits, etc; employee record-keeping, management of the performance appraisal system under the direction of the COP, and other functions relating to HR.
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Inventory management, including maintenance of the required documentation and inventory list, ensuring it is up-to-date, conducting physical inventory checks, preparing required inventory reporting, and other functions relating to inventory control.
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Manages the procurement process, including ensuring that the procedures used to obtain quotes are conducted according to official Abt policies and procedures, that documentation is accurate and as required, that all reports required around procurement are supplied to the appropriate managers (such as the inventory report to the Finance Unit), and that all procurement is conducted in a timely and appropriate manner.
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Manages office supply and office equipment maintenance and IT support.
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Manages mail and postal system.
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Supervises janitorial staff.
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Supervises drivers, in coordination with the Security Officer.
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Manages utilities and office leasing functions.
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Manages policies, procedures and systems relating to assignment and use of cell phones, access to office space out of office hours, establishment of office hours, and other administrative functions to maintain a well-operating office.
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Other duties as assigned by the Chief-of-Party.
Position: Administration Assistant
Supervisor: Admin Manager
Administration Assistant
The Administration Assistant has responsibility for support to the Admin Manager in providing assistance for the Office’s administrative operations, following Abt-approved policies and procedures. S/he should have at least 3 years of relevant, practical experience. S/he conducts the routine paperwork and assists the Admin Manager in supplying overall Office operations including administrative management and logistic support, space management, supply, non-expendable property, and the Office’s procurement functions.
Specific Responsibilities
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Works with Finance Unit to ensure that coordination of functions is carried out appropriately. Works with Security Officer to ensure that Security policies and procedures are observed. Works with Project Staff to ensure that they are supported, while also observing Abt policies and procedures.
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Supports the operation of the following systems as directed by the Admin Manager:
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Vehicle pool, arrangement and scheduling of transportation, vehicle maintenance, hiring of drivers, and maintenance of vehicle log books. Coordinates with Security Officer to ensure that drivers are observing appropriate security measures and are trained in security protocols.
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Makes hotel reservations, arrangement of events, seminars and meetings.
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Assists in timesheet process for labor reporting, and compliance.
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Assists the Admin Manager in the hiring and human resources administrative functions for the office, including posting of job advertisements, scheduling of candidate interviews, collection of necessary hiring documents and verifications as required by Abt policies and procedures, assignment and furnishing of office space, orientation, introduction and training of new staff in office procedures, their benefits, etc; employee record-keeping, and other functions relating to HR.
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Assists the Admin Manager in inventory management, including maintenance of the required documentation and inventory list, ensuring it is up-to-date, conducting physical inventory checks, preparing required inventory reporting, and other functions relating to inventory control.
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Provides assistance in the procurement process, including obtaining quotes using official Abt policies and procedures, ensuring that documentation is accurate and as required, that all reports required around procurement are supplied to the appropriate managers (such as the inventory report to the Finance Unit), and that all procurement is conducted in a timely and appropriate manner.
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Assists in office supply and office equipment maintenance and IT support.
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Assists in mail and postal system.
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Assists in other duties as assigned by the Admin Manager.
Position: Grant Assistant
Supervisor: Deputy Chief of Party & Grant Manager
The Grants Assistant will assist the Grants Manager in maintaining grantee NGOs files; reviewing financial reports; auditing, processing and recording of payments in time, and perform any other task assigned to him from time to time.
He will report to the Grants Manager and DCOP.
Specific Responsibilities:
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Assist the Grants Manager in grant making process including performing past performance review, conducting elements of pre-award survey of potential NGOs (as required).
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Assist in sorting, filing, tracking, logging the applications received in response to Expression of Interest and/or grant solicitation.
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Collect all necessary documents/papers, certifications and forms required under the regulation to award grant to a selected applicant, including Program Descriptions with clearly established goals.
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Assist in determining the potential recipient’s capacity and managerial competence for the administration of grants.
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Prepare USAID Letter of Credit/Drawdown request for release of funds to grantee NGOs.
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Process Grantee NGOs request for release of funds.
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Follow up with Grantee NGOs for financial and quarterly progress report.
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Review grantee NGOs accounting system, audit their accounts and verify the vouchers that all the payments are made as per budget approved. Also ensure that the grantee NGOs maintain proper accounting records.
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Assist in close out of grants including disposition of grant assets, supplies, final reports etc.
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Reconcile grants disbursements with the Manager Accounts on monthly basis.
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Assist in preparing grantee’s budget and revision.
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Any other task assigned by the Grants Manger and/or DCOP.
Qualification/Experience
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Bachelor’s Degree in Finance and Accounting, 5 years of experience in finance management and 2 years of demonstrated experience of grants management and auditing of grantees account required.
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Experience working in an international non-profit or national non-profit preferred.
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Knowledge of USAID regulations governing the management of grants program preferred.
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English language proficiency and good computer literacy skills required.
Position: Receptionist
The Receptionist reports to the Deputy Chief of Party (DCOP) for operational and
administrative matters:
Specific Responsibilities:
Receptionist shall be responsible for the following duties:
Manage switchboard and receive all incoming calls/messages and pass them to concerned staff members;
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Ensure that telephone exchange is properly used and kept in good working condition; ensure repair and maintenance as necessary.
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Establish and maintain a secure system to receive, distribute and dispatch mail after entering into register;
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Maintain all incoming and outgoing postal mail;
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Connect long distance / mobile calls as per staff request;
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Send receive and forward all the faxes, mail etc;
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TCS tracking sheet and record of dispatch;
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Keep track of incoming and outgoing courier mails;
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Making appointments for staff as per staff request;
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Keep record of news clippings;
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To receive visitors;
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Ensure that Exchange, fax machine and Photocopier and Scanner are in good working order;
- Maintain and update record of numbers of Government organization national and international organization with addresses & contact numbers; Record of Monthly staff attendance sheets;
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Provide secretarial assistance as required
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Any other assignment by the deputy Chief of Party
