Senior Admin-HR & Procurement Officer

Vacancy Number:HAS-039-19
Title: Senior Admin-HR & Procurement Officer
Duration:1 year Extendable
Exp.: 2019-09-18-(1 Week From now)
Jobs no:1
Salary:Asper organization Salary policy


Organization: Humanitarian Assistance Society (HAS) & OPHCD | About Humanitarian Assistance Society (HAS) & OPHCD
City: Kabul
Country: AF


Education:Bachelor’s degree
Work Experience:3 Years

 Bachelor degree in BA or related field combined with extensive experience in similar responsible position in Finance is considered as equivalent.

At least 3 years’ experience in relevant field in governmental or non-governmental organizations.

Expertise in Microsoft Office including Word Excel PowerPoint Excel and internet is required.

Good communication skills and strong local language correspondence skill.

Fluently English Dari and Pashtu speaking /writing skills are required.

Ability to write logical clear and concise reports.


Demonstrated analytical skills

excellent communication skills in Dari Pashto and English

He/she works as an active member of the team.

Excellent computer skills (word excel power point)

Presentation skills

Planning and reporting skills

Travel to insecure areas on need basis

Duties & Responsibilities

  • Providing advice and guidance on all aspects of the Human Resources function relating to recruitment and selection matters and associated terms and conditions to deputy operation director.

  • Ensure that accurate job descriptions are in place

  • Providing advice and assistance with writing job descriptions

  • Human Resource administration and maintenance of records and systems as required

  • Identify training and development opportunities

  • Organize staff training sessions workshops and activities

  • Process employee requests for outside training while complying with policies and procedures

  • Manage Sick Leave / Absence Management.

  • Monitor staff performance and attendance activities.

  • Making contract for new employee.

  • Management of the HR Times and Attendance System.

  • Participation in the development and delivery of company induction process for new starters.

  • Developing and updating HR Policies and Procedures as necessary.

  • Making of staff monthly payroll.

  • Reviewing of sub filed office staff monthly report and staff payroll.

  • Supporting filed office for related HR task.

  • Ensuring compliance with relevant statutory legislation and HR best practice.

  • Supporting employees on all human resource issues.

  • Making of monthly timesheet and the end of each month.

  • Collocating the monthly report from filed HR Officer.

  • Keeping the record of all employ in HR Database and Ms. Excel.

  • Managing a team of Recruitment and Selection staff.

  • Supporting the Deputy Operation director in the development of relevant policies within the Recruitment and Selection function.

  • Undertaking specific projects within the HR function as required.

  • Overall management of Administration section.

  • Draft of official letters

  • Issues memo on Administrative and HR Procedures as required.

  •  Prepare and certifying monthly attendance sheets timesheets and attendance reports of Office/health facilities.

  • Prepare staff requisitions forms and follow up with main office.

  • Keep update staff personnel files.

  •  Monitor staff attendance sheet of sub office and health facilities.

  • Participate in the interview process of newly appointed candidates

  • Prepare weekly quarterly and monthly administration activity report of project.

  • Identify and report immediately any problem which interferes in the delivery ofservicesor in achieving the program objectives to his/her immediate supervisor.

  •  Participate in monthly management meeting of the program to share information and discuss the program progress.

  • Management of administration filling system.

  • Insure administration related tasks carried properly on daily basis

  • Assist establish/develop a proper efficient and effective system for office documents (incoming and outgoing letters and proper record keeping etc).

  • Act as data focal point on relevant information and dissemination platform with various departments.

  • Develop a database and compile all the data related to correspondence into it and submit report to the supervisor when asked.

  • Provide  with translation of document and reports into Dari and / or Pashto

  • Archive and document management document in an arranged manner.

  • Responsible for archive and document management according to rules an regulation

  • Responsible for car booking in the calendar. Correspondence regarding vehicle information and coordination with drivers.

  • Responsible for the organization of weekly staff meetings and communicating the minute format to fill by colleagues.

  • Provide preparation of monthly duty schedule for drivers.

  • Responsible for paper supply for printers copy and fax machines.

  • Daily check of paper status and coordination with Logistic and procurement staff for purchase.

  • Provide  and management in regard to administrative and organizational works

  • Organize regular and ad-hoc meetings prepare minutes and summarize actions to be taken; keep track of progress of planned issues and follow-up with focal points.

  • Establish/maintain a logical filing system updating projects files and securing confidential materials

  • Draft routine correspondence interoffice circulars general briefing notes documents and reports and keeping record off all the documents accordingly.

  • Provide proper filling system and office administrative procedures.

  • Provide and updates inventory records of office equipment;

  • Provide  the department in conducting Training Needs Assessment and accordingly a capacity develop plan is developed

  • Assist in conducting capacity development programs for the department employees on continuous basis and that their skills are alleviated during the period.

  • Responsible to process update procurement related requests PO & solicitations

  • Assist line manager in drafting RFP (request for proposal) solicitation activities post RFQ/RFP on public announcement facilities

  • Keep track of pending task deadlines schedules to ensure on timely manner procurement activities

  •  Should make effective follow up with vendors/suppliers ensure they are performing as per contract date/deadline

  • Responsible to update the MIS (management information system) ensure procurement section in the system is updated

  • Responsible to maintain update and carry out vet (screening procedures) for new vendors as well as maintain an effective vet database (through Excel) for tracking update and reporting purpose

  • Replace purchaser when needed

  • Replace warehouse assistant when needed

  • Perform other duties assigned by line manager

  • Perform any others task assigned by the supervisor

Submission Guideline

The interested candidates should submit their application letter with CV not more than 5 pages and with three references.
Please Mention the announced position vacancy number in email subject like (…………… Position V# …………)
via email:
Note: only short listed candidates will be contacted

 To : [email protected] CC : [email protected]

Email: [email protected]