Admin officer

Sayas Group is a structure of companies that do business in several countries from Middle East to Southeast and Central Asia. Sayas Group is a leading business group in Afghanistan. The individual companies operate in different sectors from railway design, construction and management to investment, consulting, technical services, logistics, software development, mining mapping and exploration, and last, but not the least, fuel inspection and testing. In addition, the Group has successfully delivered large-scale infrastructure projects, including the construction and installation of modern scanners at the country’s border points, aimed at strengthening customs operations, trade facilitation, and security.

We leverage our knowledge and creativity to best meet the needs of each client. Our expertise and strong network of strategic partners are the very heart of our success. Our management team, our knowledge of the context, local and global procurement networks, and design experts have enabled us to define the optimal solutions and planning that ensure a flawless project delivery.

We are committed to running our business successfully and efficiently, providing long-term benefits to our employees and stakeholders, and enriching the lives of those whom we serve by fulfilling our responsibilities to the best of our ability. We expect excellence from all processes, whether related to policy formation and program development or project implementation and customer services.

As we continue to grow and expand our reach, we remain grounded in the core values of integrity, innovation, and impact. We believe in building sustainable partnerships and investing in human capital to create lasting change. Our forward-looking approach enables us to anticipate market trends, embrace new technologies, and adapt to emerging challenges, all while staying true to our commitment to deliver quality and value in every endeavor we undertake.

            Job Summary:

The Administrative Officer is the operational anchor of the organization, ensuring seamless and efficient support services that enable core functions to thrive. This role holds strategic responsibility for the entire lifecycle of organizational assets, the safety and efficiency of the vehicle fleet, the functionality of all facilities, and the performance of the support staff team. By implementing robust systems, ensuring strict compliance, and controlling costs, the Admin Officer directly contributes to a safe, productive, and professional work environment. The position requires a proactive leader with strong analytical, managerial, and problem-solving skills.

            Key Responsibilities:

Strategic Fleet & Transport Management

·         Develop, implement, and enforce the organization’s Fleet Management Policy.

·         Manage the daily operational schedule for all vehicles, optimizing routes and usage.

·         Maintain a vehicle logbook system (digital/paper) to track trips, mileage, fuel, and maintenance.

·         Source and manage relationships with reputable fuel suppliers, garages, and spare part vendors.

·         Process all vehicle-related paperwork: insurance renewals, annual inspections, road tax payments.

·         Investigate and report on any vehicle accidents or incidents, implementing corrective actions.

·         Plan and manage the annual vehicle licensing and inspection calendar.

Comprehensive Asset & Inventory Control

·         Establish and maintain a centralized, digital asset register with details of acquisition cost, location, condition, and custodian.

·         Implement an asset tagging system and conduct bi-annual physical verification audits.

·         Manage the procurement process for new assets, including technical specifications, supplier evaluation, and receipt inspection.

·         Organize the secure disposal of damaged or obsolete assets, ensuring proper documentation and compliance with donor rules (if applicable).

·         Manage the inventory of stationery, cleaning supplies, and other consumables, establishing reorder levels to prevent stock-outs.

Facilities, Premises & Guesthouse Management

·         Conduct monthly facility inspections to identify maintenance needs and safety hazards.

·         Manage utility accounts (electricity, water, internet, gas) and ensure timely payments to avoid disconnection.

·         Oversee the maintenance of generators and UPS systems, including fuel supply and servicing.

·         Coordinate with the security focal point to ensure access controls, CCTV, and guard services are effective.

·         Manage guesthouse bookings, ensure rooms are prepared for visitors, and oversee the guesthouse attendant.

·         Serve as the primary liaison for all landlord communications, including negotiation of lease renewals.

Team Leadership & Staff Supervision

·         Prepare weekly work schedules for drivers and support staff.

·         Conduct regular team meetings to communicate priorities, address challenges, and gather feedback.

·         Identify skill gaps and coordinate tailored training for drivers (defensive driving) and support staff (hygiene, customer service).

·         Manage leave requests and timesheets for the administrative support team.

·         Perform mid-year and annual performance reviews for all direct reports.

Financial Administration & Compliance

·         Prepare monthly budget vs. actual expenditure reports for fleet, facilities, and assets.

·         Verify and approve invoices from suppliers (garages, landlords, utility companies) before payment processing.

·         Maintain a systematic filing system (physical and digital) for all contracts, leases, insurance policies, and asset documents.

·         Ensure adherence to national safety regulations, labor laws for drivers/staff, and organizational procurement thresholds.

Procurement, Events & Logistics Support

·         Raise Purchase Requisitions (PRs) and assist procurement with technical evaluations for admin-related items.

·         Coordinate all logistical aspects of internal and external meetings/workshops: venue booking, accommodation, catering, and materials.

·         Arrange airport pick-ups and drop-offs for staff and VIP visitors.

·         Manage the organization’s mail and courier services.

Systems, Reporting & Continuous Improvement

·         Analyze fleet data to recommend replacement or addition of vehicles.

·         Draft and update Standard Operating Procedures (SOPs) for key administrative processes.

·         Prepare a monthly operational dashboard for management covering fleet utilization, maintenance costs, and facility issues.

·         Propose and implement at least one cost-saving or efficiency improvement initiative per quarter.

   Education: bachelor’s degree in BBA or related fields.

·  Years of Experience: more than 2 year of experience in Administration or related fields.

·  Skills: Multilingualism, Flexibility, Compliance, Problem-Solving, Communication, Reporting, Supervision, Event Planning, Logistics, Documentation Management, Financial Acumen, and travel Coordination.   

·  Technical Competency: Administrative expertise, Logistics, Financial Management, Facilities Management, Vendor and Lease Management, Guest Services, Compliance, Supervision, communication, Problem-solving, Documentation, Training, and Capacity Building.

·  Communication and reporting skills.

·  Fluency in Pashto, Dari, and English.

·  Computer skills (including MS Word, Excel, Access, and Internet) are an advantage.

·   Ability to work closely, professionally, and constructively with all others regardless of nationality, ethnicity, gender, religion, race, tribe, or cultural background.

Interested and qualified candidates are requested to complete the Sayas Group of Companies SGC online form by clicking the link below and submit a copy of their updated CV (educational and work certificates are not required at this stage) no later than the closing date.

Please note that Sayas Group of Companies SGC does not charge any fees at any stage of the recruitment process. Sayas Group of Companies SGC is an equal opportunity employer committed to diversity and inclusion at all levels. The organization maintains a strict non-discrimination policy in its hiring and selection procedures. All qualified applicants will receive equal consideration, and candidates from all ethnic, racial, and economic backgrounds are strongly encouraged to apply.

Please be advised that only shortlisted candidates will be contacted for further steps in the recruitment process.

Form Link: https://forms.gle/gGRgsrAmJJKVPfyS7

Only shortlisted candidates will be contacted for a written assessment and/or interview. All correspondence and interview invitations will be communicated exclusively via email; telephone inquiries will not be entertained. Applicants who do not receive a response within two (2) weeks after the closing date should consider their application unsuccessful.