Admin Coordinator

VDO is an independent, non-profit, non-political and non-governmental organization established in January 07, 2015. The organization is composed with a strong and committed team to respond to the needs of Afghanistan. VDO’s special concentration on project implementation is impact- centered approach and VDO ‘s team is committed to work for the welfare and progress of society and the vulnerable people. VDO ‘s efforts focus on changing mentalities and attitudes about women’s participation and contribution in the society. Not only, it also focuses on economic development, advocacy, research and girl’s education

Purpose:
The purpose of this position is to ensure the effective and efficient management of all administrative operations within VDO. The role is responsible for maintaining a well-organized and functional office environment by overseeing day-to-day administrative tasks, facility management, and logistical support. This position plays a key role in coordinating with internal departments, field offices, and external service providers to support organizational needs, events, and operations

Key Responsibilities:

• Oversee transportation issues, including managing vehicle logistics, log books, and schedules.
• Provide training to security guards, drivers, and ensure compliance with set protocols.
• Manage and train security guards and drivers to enhance their skills and ensure the safety and security of VDO premises and personnel.
• Maintain and update generator log books to monitor usage and facilitate timely maintenance.
• Track and manage stationery and supplies inventory.
• Process monthly requests for stationery and office supplies.
• Maintain and update the assets register, ensuring accuracy and completeness.
• Oversee the comprehensive management of assets, including tagging, tracking, and maintaining the assets register.
• Ensure compliance with asset management policies and procedure
• Tag assets as per VDO's administration policy.
• Manage and maintain inventory records for all supplies, equipment, and materials.
• Conduct regular inventory checks and reconcile discrepancies.
• Handle all property deals related to VDO offices, including lease agreements, purchases, and sales.
• Ensure that property transactions align with VDO's strategic goals and adhere to legal requirements.
• Coordinate and manage office setups, ensuring that workspaces are conducive to productivity.
• Oversee the general maintenance and cleanliness of VDO premises.
• Supervise and manage security guards, ensuring they are well-trained and equipped to perform their duties effectively.
• Develop and implement security protocols and procedures for VDO premises.
• Collaborate with relevant authorities to address security concerns and stay updated on security best practices.
• Track and document all visitors entering the office premises.
• Implement and maintain a visitor log to ensure a record of individuals accessing VDO facilities.
• Prepare and process travel authorizations for staff, ensuring compliance with travel policies and regulations.
• Coordinate and distribute monthly stationery and supplies to staff and projects as needed.
• Provide regular updates to the Admin Specialist on the status of administrative and logistical operations.
• Report any issues or challenges that may impact the efficiency of administrative processes

Education & Experience:

• Bachelor’s degree in , Business Administration, or a related field. A Master’s degree is an asset.
• Minimum of 5 years of experience in admin, logistics, procurement, asset management, warehouse management, preferably within the NGO sector or similar organizations.

Language Proficiency:

• Fluency in both national language (Dari & Pashto) oral and written
• Fluency in English is a must both oral and written

Commitment and Dedication:

• Knowledge, understanding and commitment to organizational policies
• Willingness to travel to provinces when planed by the management
• Willingness to work outside official hours

All qualified candidates are requested to copy and open the below given link and follow the instructions:

applications received without a given link and/or online system will be disqualified and removed from the entire process. 

Shortlisted candidates will be directly contacted for a written test or interviews. If you are not contacted Two or Three Weeks after the closing date .please know that your application has not been successful for the post.