Support Assistant / Procurement – Kabul, Afghanistan (National) At Geneva Call

Mission

In situations of armed conflict, Geneva Call, as a neutral, impartial and independent international humanitarian organization, endeavors to strengthen the respect of humanitarian norms and principles by armed non-State actors, in order to improve the protection of civilians, while supporting local communities in their efforts to enhance their own protection. Appel de Genève/Geneva Call is a private, not-for-profit, humanitarian organization foundation under Swiss law, founded in 1998.

Geneva Call consists of many diverse nationalities, cultures, languages and opinions. Geneva Call is an inclusive working environment for all its staff. Applications are particularly encouraged from all qualified candidates without distinction on the grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation, and gender identity.

Core Responsibilities

Under the direction and supervision of the Senior HR and Administration Officer and Support Coordinator the Support Assistant – Administration will be responsible for effectively and efficiently managing all administrative matters related to the Support Department, Payments follow-up with the Finance, as well as general administrative support to the Unit:

The key areas which come under the scope of the position:

  • Administration
  • Procurement
  • Contract Management
  • Payments

I. Administration

  • Liaise with relevant suppliers and service providers for required equipment, utilities and services.
  • Follow up and track the work permits and visa dates of the expats.
  • Coordinate with the relevant organizations for the obtaining of the travel related and required documents.

II. Procurement and Contract Management

  • Ensure Geneva Call procurement policies are adopted in all procurements.
  • Review purchase requests for all technical specifications.
  • Gather quotations, direct purchase or tender according the PR amounts.
  • Ensure all the documents of procurement are complete such as ( invoice, GRN, contract/PO, PR etc..)
  • Prepare Request for Quotation (RFQ), facilitate Bid Analysis Summary (BAS), and release order of approved Purchase Requisition (PR).
  • Check samples and quality of requested items before and seek confirmation from requester before the review of offers is finalized to place orders.
  • Prepare/coordinate on Goods Receive Note (GRN) of delivered goods and facilitate payments.
  • Prepare and support Vendor Creation Form and update Vendor Payment Tracking Sheet.
  • Prepare and update Vendor Information Sheet and have updated vendor documents such as business license, ID and etc.
  • Follow on the field offices and warehouses lease agreements and coordinate amendments.
  • Ensure contracts are properly tracked and managed and report any changes in the contracts and reflect these into the contracts.
  • Develop a tracking sheet for the contracts and ensure it is timely updated.

III. Payments

  • Ensure all the payments are properly recorded and tracked.
  • Work closely with the Finance and other units to expedite the collection of the documents and process these with the Finance.
  • Ensure effective filing is in place.

IV. AOB assigned by the supervisor

Main qualifications

Education and experience

  • University degree in Business Management or a relevant field
  • At least 3 years in a similar position. Experience with international organizations is preferred.

Technical skills

  • Good knowledge of MS Office Package

Languages

  • Required: English, Dari and Pashto

Personal skills

  • Understanding and respect for organizational principles, vision, mission and confidentiality.
  • Ability to work in a team and multicultural environment.

Conflict of interest

Any candidate affiliated to, or openly supporting, one or more interest groups opposed to the Foundation’s principles and values, or whose previous position could engender safety issues for co-workers at Appel de Genève / Geneva Call, will be excluded from this selection process. The employee will be accountable for the responsibilities and the competencies, in accordance with the Geneva Call Performance Management guidelines. The following documents will be used for performance reviews:

  • Job Description
  • Action plan
  • Performance Review Template

Conditions

  • Position : Support Assistant – Procurement
  • Type of contract: Fixed term contract (National)
  • Acitvity rate: 100%
  • Work place: Kabul, Afghansitan
  • Preferred start date : as soons as possible

How to apply

To apply please follow the link:

https://genevacall.novative.net/NOVA/Offre/Ref440.html

No later than December 6th, 2022.

All applications will be kept confidential. Please note only shortlisted candidate will be contacted for further processing of applications.

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