Operations Officer
RPM
Total years of experience :8 years, 9 Months
is responsible for receiving, disbursing and accounting for all funds in accordance with Creative regulations.
Worked with Finance Assistant to make sure an accurate records of all cash and cheques disbursed is properly maintained.
Make sure that the financial accounts are balanced on daily basis
Make monthly cash requests to Kabul by the 15th of each month
Closely supervised collection of ASGP funds from the bank, or collect the fund as required
Reconcile vouchers with bank balance and cash books
Make sure the monthly payroll is prepared and the staff have received their salaries
Turning in cash books at the end of the month according to Creative Regulations to the Finance Manger in Kabul
Complete a monthly financial report by no later than the 20th of each month, and forward to Kabul for review.
HR
Maintain detailed and accurate records of all staff, their contracts, leave, time sheets etc
Confirm attendance records on behalf of the Regional Program Manager (
Reports to: PM/DPM
Work with local government organizations and institutions in order to develop the capacity to carry out high quality projects in the province
Improve local team’s ability to achieve an effective management of projects.
Open a dialogue and mentor all institutions involved for the successful implementation of management of the projects
Build project design and management skills in the team members involved in the project
Engage with local government official to ensure the transfer of knowledge
Plan, budget and overall manage all provincial projects
Plan and organize projects throughout the province
Provide technical directions to all project team members.
Arrange budgets and detailed cost plans on a wide variety of new projects
Analyze outcomes and writes detailed progress reports.
Conducting field visits on regular basis to see progress of the projects.
Performs any other task assigned as and when needed.
Update and balance the cash and bank book daily basis. Count and match the cash with the ledger balance at the end of the business hour.
Ensure that proper verification of all vouchers is done
Entering daily financial transactions into accounting system
Support field staff in all the financial issues of LRC-Akmal-K Afghanistan Office.
Monitor expenditures, review the budget if required
Maintain financial records & monitoring systems to record & reconcile expenditures, balances payments, statements and other day-to-day transaction and reports.
Select and enters data from a wide variety of documents, verifying accuracy by checking source, making necessary calculation and assuring inclusion of all relevant data
Prepare monthly financial report and send to the main office by 4th of the subsequent month.
Sending monthly fund request to main office on time and ensure available fund in field account.
Preparation of Monthly salary payroll along with attendance report by 20th send it to Main Office for authorization & payment of salary by 25th of the month
Assist the management in selection of goods and services for procurement.
Orientation of Akmal-K as well as donor financial guidelines to the non finance staff before inception of any project.
Play a major role to maintain the compliance of payment and standard of documentation as per the requirement of donor.
Provide any information timely, as and when required basis by the line manager as well as country office finance department.
Any other task as required by line manager
Administrative responsibilities:
Prepare the update inventory list on monthly basis
Maintain & keep update store records & ensure all equipments are working properly & in good condition.
Maintain vehicle trip sheet (log book) & check vehicle urgent requirements & scheduling repairs
Dispatch driver on official task & record time out & time in
Assisting in preparing of the staff leave sheet and record staff leave and report to Main Office admin department on monthly basis
Maintain record of financial administration & logistics documents & filling in an organize manner
Maintain personal file for staff contracts and other documents
Ensuring staff members follow proper protocol in the performance of their official functions and support the line Manager.
Ensuring that cooks, guards and other support function staffs perform their duties properly.
Compiling staff attendance sheet along with monthly attendance report
Coordinating and arranging meetings of management and staff and when required preparing minutes of the meetings
Coordinating and making sure that drop and pickup are arranged properly for guests to and from the airport, bus stations, etc.
Overseeing that the office are properly equipped and cleaned regularly
Ensuring that cooks, guards and other support function staffs perform their duties properly.
Any Other duty as assign by line manager
Assist with initial training and on-going monitoring of Kabul based, job site and subcontractor personnel on the Expedition Primavera System, such as;
Accounting
Procurement
Contracts
Administration
Registering of internal and external documents.
Maintain document control registers / documents for incoming and outgoing project documents.
Ensure that the latest revision and approval status of drawings is kept updated continuously.
Maintain stick files in an orderly manner.
Production of status reports for weekly / monthly meetings
Ensure all hard and electronic copy distribution of controlled documents to focal point.
Maintain documents for transmittal process for project documents.
Expedite and maintain acknowledgements to transmittals
Expedite responses to transmittals sent for review/comment.
Respond to queries regarding revision status of issued drawings / documents from engineering / drafting personnel.
Follow procedures and update document control procedures when necessary
Manage the electronic and hard copy filing of project related technical documentation.
Scanning, creation of CDs and file manipulation.
Assure document quality to include completeness, accuracy and compliance with established procedures and updates.
Filing and archiving of documentation to facilitate easy retrieval at a later date.
Internal auditing
Sending of Drawing Transmittals and submittals.
Manage the document/drawing review process, Internal and External.
Archiving data for historical purposes.
Doing all admin related tasks for the camp.
Doing all administrative works of related to the field office;
Supervising support staff, preparing working plan and monitor their performance.
Prepare staff attendance records on weekly and monthly basis.
Conducting purchase of office supplies as per approval of the Head Office.
Maintain filing of correspondence and transaction with companies.
Keep tracking of office assets and supplies.
Monitoring of the companies funded by AGEF Office.
Keeping track of the student’s attendance records in the training centers funded by AGEF.
Placement of new students in appropriate training centers.
Going to related companies to sort out or report their problems to the Head Office.
Making necessary payments to the companies as required.
Other tasks as assigned by supervisor.
Providing administrative and logistic support to Head the office.
Preparing the RIR for the purchased equipments.
Controlling and distributing of all of office equipments and physically checking of issued equipment.
Keeping update the inventory of all non-expendable items.
Keeping update the stock ledger of expendable items.
Providing transportation for staff members as required.
Doing any other duties as instructed.
training need assessment
Assist HR Manager in closely follow up of closeout process (Exit Clearance process).
Keep all office/personnel files up to date, and follow the instruction provided by HR manager/senior Operation management.
Track Timesheets and staff attendance.
Assist HR Manager in drafting letters/memos and other correspondence.
Copy/scan the HR document required by the closeout process.
Assist HR Manager in preparation of periodic reports
Assist HR Manager in staff contract management
To maintain HR relevant documents, filling system, assisting for staff movement.
Flight bookings inside the country.
Maintaining day to day, attendance record of staff
Assisting supervisor in tracking of staff related data and information and its maintenance in both hard copied and electronic copies and data base
Assisting supervisor to maintain office stationary equipment requisition
Responsible for preparing back up files, ensuring all personal records are being kept in well order and easy accessible for relevant HR staff.
Making staff monthly payroll
Preparing time sheet sending thru mail to all staff (internal and Regional offices.
Any other HR related tasks as assigned by HRM/DCOP-Ops/GM-Ops.
ASGP
Ambassador Small Grants Program funded by
SUPERVISES: Operations Staff in the
REPORTS TO: Logistic and Procurement Manager
COLLABORATES WITH: DCoP/Fin-Admin & Compliance and Program Director
January 21, 2012 - up to 15 March 2015 Duo to Retrenchment
RESPONSIBILITIES:
Report directly to Logistics/ Procurement Manager. And also Procurement Officer was required for the smooth implementation of the project activities. Specific job duties will include but not be limited to the following activities:
Ensure that all contract affaires are in compliance with line ministries & Donor requirements,
Assessing convention and procedural eligibility of contract and proposals issued by ACAPII.
Maintain documentation and record
Maintain records of contract processed and manage day to day update and monitor the ongoing contracts.
Maintain and follow-up a contract monitoring system.
Ensure and adhere to standards of USAID procurement policy.
Ensure that a system is in place to write the contracts between all responsible agencies.
Prepare bidding documents for goods, Works and Consultancies and request for proposal of services in accordance with the standard documents used by USAID.
Issue the bidding documents to short listed firms or (services) pre-qualified contractors or to firms that have registered interest in bidding for specific goods/ services.
Coordinate activities with relevant parties and stakeholders.
Responsible for logging all new IRD-ACAPII assets in the inventory data base and ensure the appropriate coding and tags are placed on each item, regularly update data base with the changes and new acquisitions.
Data base should be accurate and complete.
Preparing purchase order related Program cost and operations cost.
Doing all procurement related program cost and operations cost.
Creating the RFQs and issuing RFQs to the vendors.
Responsible to maintain inventory of stock and assets that are not checked out for use.
Responsible for checking in/out ACAPII owned equipment to authorized staff using the standard ACAPII procedures and forms outlined in the asset management manual.
Responsible for the timely preparation of documentation of any movement of assets.
Schedule and conducts physical count of assets on different locations.
Provide a quarterly physical count/check where all assets are located and their status confirmed coordinate with the responsible officer for tracking assets in other offices to ensure the locations and status of assets that have moved between offices.
Update the data base monthly and provide a copy to Logistics/Procurement Manager, a hard copy is printed, singed and filed in the assets folder.
Advise all IRD-ACAPII staff on guidelines of ACAPII asset and equipment use guidelines.
Ensure all lost, damaged, stolen etc. equipments are properly recorded in with an approved disposal of asset form, ensure any necessary, supplement documentation is completed.
Report any broken, damaged or destroyed equipment to the Log/Proc. Manager immediately.
Any and all other related duties as assigned by immediate Manager.
ASGP
Ambassador Small Grants Program funded by USAID
Supervises Logistics Assistant, Cleaners, Cooks, and Guards (Watches) activities
Works closely with RTL and PC to manage supply chain activities in regional offices and provincial sub-offices
Assists regional/provincial staff with other supply chain activities, as required
Organizes supply chain inventory and transportation (vehicle fleet management) registration and filing system
Procurement Management
Keeps aware of market conditions, including price and availability of commodities and services, and maintains contacts with officials of local supplier firms to facilitate resolving supply chain problems
Locates and identify potential vendors and suppliers
Interacts with vendors and conducts vendor evaluations
Checks vendors reliability and background, controls accuracy of vendors’ information for further process
Assists AVIPA staff as needed on creating clear and understandable purchase requests and other documentation.
Assists vendors to understand terms & conditions of AVIPA regulations in supply chain
Requests and prepare quotes for available commodities and services and conducts local requisitions
Develops and secures implementation of supply chain plans
Establishes and maintain work program and schedule for ongoing contracts and newly-planned ones
Ensures that purchase orders and contracts are subject to appropriate reviews and approvals, and contain all necessary information, terms and conditions, and signatures
Recommends changes in quality, quantity, or type of material requisitioned and suggest suitable alternatives if it is in the best interests of IRD/AVIPA
Initiates, conduct, and conclude negotiations for the purchase of goods and services
Logistics Management
Liaises with other field staff to ensure that delivery of commodities are done in a timely manner and that all goods purchased are delivered and meet quality expectations
Organizes delivery of commodities to the designated destinations
Manages regional and supervises provincial facilities
Initiates and traces maintenance of lease agreements. Coordinates house contracts and follows up rent payments
Organizes maintenance of generators (oil and filters change and repairing)
Arranges accommodation of visitors
Inventory Management
Registers (tags and marks) provides necessary documents (Goods Received Notes and others) for the arrived commodities, secures transfer and handover with the correspondent documents.
Performs physical commodities’ counts
Issues incident reports for assets/inventories, damaged, and lost
Ensures commodities are kept in good manner and utilized according to inventory management procedures
Reports to Kabul and RTL on any changes in inventory on a weekly, monthly and quarterly bases
Transportation Management
Organize transportation services support of AVIPA program’s activities in the region in coordination with the RTL
Plans and coordinates vehicle fleet facilities in order to use them proactively and cost effectively
Initiates new transportation services contracts necessary to support AVIPA’s activities in the region
Monitors compliance of transportation provider’s performance to the existing contracts, reports immediately in writing on any violations happened
Holds weekly meetings to discuss/clarify with the transportation providers security issues and other specifics of the area
Collects Vehicles Log Book from regional office and sub-offices on monthly bases
Manages Drivers Attendance Sheet in the region. Provides the time sheets on a monthly bases
Sends the Log Books and Timesheets with the report to Kabul Headquarters
QA/QC Lab Technicians
Subcontractor personnel
2. Work with cost controls, budgeting and forecasting, as assigned.
3. Inform Controls Manager of inconsistencies or potential problems found thru forecasting.
4. Verification of information for required reports from the PMIS Technicians for the controls manager and/or report writer.
5. Carry out any other relevant duties requested by the supervisor.
Education: