Major Goal of the Position: To ensure smooth administration, effective coordination, and strong team supervision in support of project implementation, including stock, procurement, and community engagement, so that projects in Mazar achieve their objectives efficiently and meet organizational standards.
Key Result Area (KRA) 1: Supervision for Quality Service delivery
- Supervise and mentor Trainers and clinic Staff.
- Monitor community-based nutrition activities and provide guidance to staff.
- Prepare and submit timely reports on team performance and project progress to the Line Manager.
- Promote continuous learning and team development.
- Ensure accuracy and timeliness in reporting and assigned tasks.
- Maintain high standards of professionalism, integrity, and accountability in all duties.
- Show respect and professionalism when working with individuals from diverse cultural backgrounds.
Key Result Area (KRA) 2: Administration and Logistics
- Develop and implement work plans in coordination with the Project Manager.
- Provide administrative and operational support for effective project implementation.
- Ensure proper management of project documentation, filing systems, and office records.
- Prepare official letters, reports, and meeting minutes as required.
- Support preparation of project work plans, progress reports, and government reports within required deadlines.
- Translate official documents between English and Dari as required.
- Perform any other duties assigned by the Project Manager
- Support procurement and logistics processes in compliance with organizational procedures and donor regulations.
- Maintain procurement documentation in compliance with organizational policies and SOPs.
- Monitor proper implementation of procurement and stock management systems.
- Identify qualified suppliers, participate in vendor selection, and maintain effective supplier relationships to ensure quality and cost efficiency (including complaints and feedback).
- Assist in preparation and management of contracts related to rentals, premises, and other operational needs.
- Track purchase requests, purchase orders, and procurement documentation in accordance with organizational procurement policies.
- Coordinate transportation, accommodation, and field travel arrangements for staff and project activities.
- Manage project stationery, supplies and beneficiary materials, ensuring proper stock control and distribution based on departmental requests.
- Ensure timely delivery, storage, and distribution of project materials and equipment.
- Collect and review monthly vehicle logbooks.
Key Result Area (KRA) 3: Stock Management and Reporting
- Receive RUTF, RUSF, and LNS consignments and verify quantity and quality against waybills and delivery documents.
- Inspect received items for damages, shortages, or expiry concerns and immediately report discrepancies to the Line Manager.
- Maintain accurate records of all stock movements including receipts, dispatches, and balance tracking using stock cards, bin cards, and computerized systems.
- Ensure stock cards and inventory records are updated at all times.
- Conduct regular physical inventory counts (daily, weekly, and monthly) and reconcile with warehouse records.
- Prepare and submit daily and monthly stock reports, including stock status, expiry tracking, and stock-out risks.
- Ensure proper storage conditions for nutrition commodities in compliance with required temperature, hygiene, and safety standards.
- Apply FIFO and FEFO stock management principles to prevent expiration and wastage.
- Supervise safe loading and unloading of goods in coordination with transport personnel.
- Prepare, pack, and label commodities for dispatch based on approved requests.
- Ensure warehouse security by restricting access to authorized personnel only.
- Maintain cleanliness and safety standards to prevent contamination, damage, or loss of food items.
- Perform any other warehouse-related duties assigned by the Line Manager
Key Result Area (KRA) 4: Coordination and External Representation
- Maintain effective communication with the Head of the Polyclinic, other relevant stakeholders, and project teams.
- Ensure collaboration between nutrition teams, health staff, and community/site volunteers.
- Keep referral facility staff informed about program activities, including referral and counter-referral procedures.
- Facilitate smooth internal coordination between project teams, management, and departments.
- Conduct regular coordination with beneficiary communities to ensure participation and effective project delivery.
Safeguarding & Code of Conduct:
-Respect dignity and rights of beneficiaries at all times.
-Follow organizational safeguarding and protection policies.
- Demonstrate effective communication and strong interpersonal skills.
- Ability to manage multiple tasks and work efficiently under pressure.
- Promote teamwork, mutual respect, and positive working relationships.
- Work independently with minimal supervision while maintaining quality performance.
