Purpose of the Job
The Field Office Coordinator will be responsible for direct line management of support staff and administrative line management of program staff at field office. The post holder is expected to manage the day-to-day HR, Admin, Finance, Logistics, and security tasks with close collaboration with the Support Manager and Area Manager and administrative support to program staff and to provide timely and quality reports. Adhering to the NRC policies, procedures, guidelines, and SOPs including the Security Policies is mandatory tasks of the post holder The purpose of the Field Office Coordinator is to run the day-to-day support functions at a field office.
You can read more about this position at Job Description & NRC Grade Structure
Generic responsibilitiesManage support staff at field office level. Manage day to day HR & Admin, finance, logistics and security tasks of the field office. Ensure adherence to NRC policies, handbooks, procedures and SOPs/guidelines. Ensure adherence to Security and Risk Management policy and procedures. Coordinate and assist with budgets and costs for the field office’s shared costs and support functions. Provide support in the training and development of staff. Provide support to project implementation at field office level. Coordinate representation meetings with the UN, partners, and authorities. Promote the rights of IDPs/returnees in line with the advocacy strategy.
The Field Office Coordinator will be overall responsible for the following functions: Administration/ Human Resources, Finance, Logistics, and IT in the Field Office but where responsibilities are delegated to the different functions. The field Office Coordinator in cooperation with the Area Manager shall ensure optimal use of human resources in the support department, including review funding and budget for its smooth running. The Field Office Coordinator shall always ensure that the area/ field office is updated on national regulations, templates and tools through regular contact with the Kandahar Area Office and Kabul Support Office. Proofread contracts before recommending for signatures and make recommendations for improvements /corrections if needed. Monitor office maintenance and suggest action points. Supervise allocation of office space in a fair and transparent manner. Maintain and update hard copy files of finance and administration documents including Human Resource records of all staff and maintain an accessible filing system for use by the staff of the office. Ensure provision and judicious utilization of stationery and office equipment. Ensure communication and understanding of the national Staff Handbook, Code of Conduct and other regulations by all staff. Review payroll before validation. Support the organization of general meetings and weekly Management Team meetings. Control recruitment procedures and participate in selection panel when necessary. Ensure smooth and complete induction of newly recruited staff according to National Staff Handbook. Support the training of admin/fin/HR staff with internal and external resources. Ensure HR policies and regulations are adhered to in the office and update staff on HR policies and procedures. Support and advise the HoO/Area Manager for disciplinary issues. Ensure that all staff have their performance appraisal done and any training needs are included in the overall training plan. Review cashboxes codification and balance before closure. Conduct a monthly cash inventory at the closure and daily cash counts during the month. Review monthly cash request to Kabul & monitor the level of cash flow and transfers. Priorities payments in case of low cash flow level. Ensure proper information to suppliers and withholding of taxes on contracts. Facilitate the sharing and use of office support budget among project budgets. Monitor the level of cash advances and support the Administrator for prompt balancing. Support logistics team in ensuring transparency of procurement especially for tenders. Question the selection of suppliers and advise on ways to improve effectiveness and accuracy of market consultation. Spot check some procurement procedures via independent quotations. Follow up the requisition status log and find solutions to speed up and prioritize procurements. Advise on fleet management and car accident settlements. Support and advice on the management and recruitment of drivers, for a safer transport unit. Regularly visit storage and control that warehouse documentation is up to date. Participate in the monthly inventory of stocks. Support, orientate negotiations with contractors for rents and other services. Support the training of logistics staff with internal and external resources.
Generic professional competencies:Bachelor’s Degree in Business Administration/management/Economics/Development or other relevant field. 4-5 years of relevant experience in humanitarian or private sectors. Previous experience from working in complex and volatile contexts. Documented results related to the position’s responsibilities. Knowledge about own leadership skills/profile. Strong computer skills (proficiency in Microsoft Office and Microsoft Excel is mandatory). Creativity, curiosity and willingness to try new things and to challenge the status quo. A positive and collaborative attitude and willingness to work in a team.
Behavioral competenciesCommunicating with impact and respect Handling insecure environments Empowering and building trust Team player & working with people Flexible and creative
We OfferMonthly Salary based on NRC Afghanistan Salary Scale. Smart Phone with Top up Credit card with internet package on monthly basis. NRC will cover staff plus four (4) depended for medical insurance. One time Eid Bonus per year Leave and Holidays accordingly Afghanistan Labor Law. The Norwegian Refugee Council (NRC) is an independent humanitarian organisation helping people forced to flee. We work in crises across more than 31 countries, providing emergencies and long-term assistance to millions of people every year. We stand up for people forced to flee, advocating their rights. NORCAP, our global provider of expertise, helps improve international and local ability to prevent, prepare for, respond to and recover from crises. NRC also runs the Internal Displacement Monitoring Centre in Geneva, a global leader in reporting on and advocating for people displaced within their own country. Employment with NRC may lead to employment in or deployment to Regions, Countries, Areas or Offices that may be host to considerable health, safety and security risks. NRC takes this very seriously and we have procedures in place to reduce known risks, but will never be able to take away all risks. NRC is an equal opportunities employer and aims to have staffing diversity in terms of age, gender, ethnicity, nationality and physical ability.
At NORCAP, we work to better protect and empower people affected by crises and Climate Change. With expertise in the humanitarian, development and peacebuilding sectors, we collaborate with local, national and international partners on finding solutions to meet the needs of people at risk. NORCAP is part of the Norwegian Refugee Council.