Assistant Office Manager

Line Management

The Office Assistant reports to and works under the supervision of the Office Manager.

Key Responsibilities

• Point of contact for all the administrative issues of client project consultants.
• Coordinate all logistical arrangements for the staff, including accommodation, transport and flight bookings.
• Arrange the quotations and assist in procurement process when needed (including arrangement of three vendors as per process).
• Manage petty cash reconciliation and office day to day procurement includes stationary, grocery and printer’s toners.
• Manage the ‘project diary’ including updating contact lists, in-country lists, notification of advisor visits etc.
• Provide logistical support to staff for meeting and workshop including refreshments, attendance sheet, periderms and printing material.
• Assist to update the asset register and asset tagging on monthly basis.
• Prepare and verify advance adjustment of drivers.
• Ensure all vehicles are being maintained, and that the drivers are following ASO’s transport policies.
• Verification of overtime of support staff and vehicle’s log books.
• Prepare payment request forms to process all type of payments.
• Distribute tax challans forms to the vendors.
• Manage office maintenance, vendors and operational contracts.
• Manage office IT networks, maintenance of hardware & software and system troubleshooting.
• Any other task that need to address as per requirement.

Duration

• The initial appointment period will be for six months with 3 months probation. The appointment may be extended for a period of two years subject to performance assessments and funding.

Skills and Qualifications Required

• Qualification: Masters in Business Administration, Information Technology and any other related discipline.
• Experience: 3 to 5 years working experience in office administration and logistical support, alongside demonstrated experience of financial management and Information Technology.
• Required Skills:
  • Good written and verbal use of the English and Pashto language (this will be tested during the selection process).
  • Strong interpersonal skills and the ability to build a strong, trusting and productive working relationship with both clients and colleagues.
  • Proficient in Ms Office (word, Excel, Powerpoint and outlook).