AFV Afghanischer Frauenverein: AFV is a non-profit, non-governmental and non-political humanitarian aid organization registered with the Ministry of Economy in Afghanistan and has been working in the field of Education, Health, WASH, Vocational skills development, and humanitarian emergency response in Afghanistan since 1992. With a Country Office in Kabul and over 200 local staff members countrywide, AFV is implementing sustainable relief programs that are mainly in the rural areas, focusing on supporting children and their families in extreme poverty. Today AFV is engaged in over 20 relief programs serving over 250,000 people per year all over the country. The organization provides technical and financial support to five schools in Kabul, Kunduz and Ghazni provinces; runs vocational training courses for people with disability in Kabul and Ghazni; provides safe drinking water networks for poor communities in remotest parts of some provinces; supports eight Basic Health Clinics (BHCs) in Kabul Province; and provides humanitarian assistance and winter assistance in remote and disaster prone areas such as Baghlan and Herat provinces.

About the position:

The Operations Coordinator (OC) is responsible for the smooth running of all AFV day-to-day operations including logistics, procurement, human resources, administrative affairs of the organization. The OC is a member to the AFV Senior Management Team and works under the direct supervision of AFV Country Manager and in close coordination with Finance and all program/project units of AFV Afghanistan.  The OC is ensuring operational support for the program staff, manages and supervises the procurement, HR, logistics, IT as well as the office safety and security.

The Operations Coordinator works closely with and reports directly to the AFV Afghanistan Country Manager. At the same time, he works under the supervision of AFV Senior Management Team and the Managing Director of AFV Germany. He attends the Senior Management Team meetings (SMT).  

Key Duties and Responsibilities

The AFV Operations Coordinator undertakes the following duties.

The list is not inclusive, and additional responsibilities can be assigned as needed:

Organizational Coordination:

• Develops and implements operational policies and procedures for efficient operations and sustainable program implementation, ensuring local applicable laws and policies as well as donors’ conditions are considered and respected.
• Supervises and coordinates administrative and operations activities of the procurement/logistics, admin, and HR in consultation with the Finance Manager and the program units such as Emergency/WASH, Health, and Education.
• Assists the AFV Germany Managing Director and the AFV Afghanistan Country Manager in coordinating and leading the overall procurement, admin, staff safety and security, and HR.
• Coordinates all work/materials pertaining to the operations including procurement, admin, and HR.
• Visits AFV field offices regularly and reports on problems, challenges and obstacles.

Procurement

• Prepares need-based procurement plans (semi- annual and annual); supervises and coordinates procurement activities for goods and services according to AFV and donor policies, rules and regulations.  
• Works with program units to determine procurement needs, develop items specifications, tender announcements, bidding processes, and contracts, in accordance with the established procurement procedures, laws and regulations and AFV procurement policy.
• Arranges the bid evaluation committees; completes and forwards Purchase Orders (POs) or contracts to suppliers; negotiates and follows-up as required with respect to delivery of goods and services in close coordination with respective program pillars.
• Supports the program units in evaluating suppliers, products and services ensuring that purchases are cost-efficient and of high quality.
• Ensures payment terms negotiation, optimization and management with suppliers.
• Encourages continuous improvement in competitive bidding practices.
• Ensures that proper inventory tracking system is in place and annual inventory of AFV main and sub-office and project sites is conducted and documented.
• Initiates, coordinates and monitors purchasing and contractual agreements, including related policies and procedures, in coordination with the Finance Manager and Management Team.

Admin

• Manages and ensures implementation of effective and professional day-to-day office operations including administrative support, information technology equipment and systems.
• Manages AFV’s facilities in all locations, including main office, and field offices, and conducts regular monitoring missions to  these offices.
• Oversees administrative policies and ensures consistent delivery of program, including purchasing and controls, distribution of commodities and supplies, provision of safety/security and logistics.
• Develops and implements operations policies and procedures manual approves procedures/guidelines developed by staff (e.g., HR policies, finance, and accounting procedures).

Human Resources

• Ensures overall management of human resources of the organization and fair and consistent personnel policies and procedures are in place.
• Identifies HR related issues and makes action plans to address the issues and implement them in the organization.
• Support program units in development of terms of references, and works closely with the program units, coordinators and Finance to facilitate smooth recruitment process.
• Supports the recruitment/hiring process, performing background checks, assisting in shortlisting, issuing employment contracts etc.
• Takes lead in preparing and publishing vacancy announcements, CVs and applications longlisting, and supporting relevant program units in shortlisting and organizing recruitment process in accordance with AFV HR and other relevant policies.
• Launches and coordinates the conduct of annual performance evaluations of AFV staff.
• Provides input on staff training and development needs.

Maintains up-to-date knowledge of effective HR and other relevant operations management approaches and strategies and consistently applies these in the performance of the role’s

Job Requirements

Education: Postgraduate (master) degree (or bachelor’s degree with 15 years relevant professional experience) in Business Management, Public Administration, Business Administration, Humanities, HR management or related field, from a recognized academic institution or university.

Work Experience: 10 years of experience (15 years with bachelor’s degree) in operations, including 6 years’ experience in admin/finance, HR, procurement, and logistics with national/international institutions with at least five years of experience in senior management positions or humanitarian filed is required.

Skills and Abilities: 

• Experience in human resource planning, procurement, and overall management.
• Knowledge of administrative management, interpersonal communication and negotiation skills.
• Excellent organizational and interpersonal skills and negotiation skills
• Experience of working in a complex, very constrained and sensitive environment
• Excellent analytical skills in order to identify problems and propose solutions-
• Must be strategic thinker and problem solver
• Perfect skills in budget, proposal and report writing
• Cultural and gender sensitivity and experience in crisis management on different level
• Proficiency in MS Office applications
• Fluency in English, Dari, and Pashto (both written and verbal)
• Readiness to work out of office hours.

Core Values in Practice:

AFV prioritizes values and principles, ensuring protection for employees, program participants, and stakeholders. Employees must read, understand, and sign AFV's Anti-Fraud and Corruption Policy and Child Protection Policy. AFV prohibits child abuse, fraud, corruption, abuse of power, discrimination, harassment, and bullying. Implementing partners must uphold these principles.

Submission Guidelines:

Interested candidates meeting the mentioned criteria set for the position can send her/his CV along with a motivation letter to the following email address:

info@afv-organization.org with the subject line “AFV-25-002 Operations Coordinator”. If you have questions regarding the vacancy, please contact the mentioned email address. Shortlisted candidates will be considered for further recruitment process.

Submission Email:

info@afv-organization.org