Office Coordinator

On the Human Resources level, the office coordinator:

• Is responsible for the attendance, timesheets and mission sheets of his local staff should report any absence or unusual behavior of his staff to the Central office HR dpt.
• Should communicate all rules & regulations to new employees, collect all necessary documents from new employees and send them to central office, HR within the first 3 days
• Should conduct interviews for the recruitment of teachers (in collaboration with the Education specialist and Project Manager) as well as drivers, cleaners & volunteers, and for the issuance and renewal of their contracts.
• Can participate in the first interview when recruiting local staff and should give a neutral and strict professional opinion.

On the Administrative level, the office coordinator:

• Does an annual forecast of his office expenditures (fixed payments, rents, maintenances, etc…) and updates it regularly, and collaborates with the finance department for  the cost allocation.
• Manages the petty cash of his office and sends to the Central office – Administration department  the updated ledger and cash count forms on a daily basis.
• Is responsible for the transfer of all invoices, timesheets or any other payment to the central office,
• Should keep a copy of all contracts and agreements related to his office and send the originals to the headquarters, these papers should be archived in a good manner enabling easy and fast access.

In case a local accountant is available in the field office, he will handle the administrative tasks under the supervision of the office coordinator.

On the Logistics level, the office coordinator:

• Is the only person responsible for contacting suppliers, manage and execute all purchase requests and procurement operations, under the supervision of Logistic Coordinator..
• He should have a list of pre-selected legal local suppliers with whom he has payment facilities.
• He can proceed with local purchases only after having received the approval from the concerned Project manager, operation manager and the finance department.
• He is responsible of the office stock, he should also be responsible for any stock placed in AVSI centers in close collaboration with field coordinators, and he should report his updated lists of stock to central office logistics dpt.
• He is responsible of AVSI local assets through an inventory list that he should update and send to the central office- logistics dpt.
• He is responsible of AVSI cars and drivers, he must set a weekly car plan for his office and report any damage to the cars to HQ logistics dpt.

On the security level, the office coordinator:

• Under the technical supervision of the Security Coordinator, the OC should represent the security focal point in the designated area.
• He/she is responsible for the security/safety surveillance of the AOR, informing the Security Coordinator and Country Security Officer about any actual or potential risk for AVSI personnel, premises and assets.
• OC is responsible for daily safety of AVSI premises, assets and vehicles
• The office coordinator should be aware of all his staff movements on field for job activities. In case staff (local or expat) from other offices need to sleep over, the OC  represents the first level of security follow up on the staff movements (on and off duty).
• He should make sure all national staff based in the AOR are aware of AVSI security guidelines and respect them in coordination with the Country Security Officer and Security Coordinator
• As focal point for the relations with local stakeholders, under the coordination of the Security Coordinator, the OC should pay particular attention to the coordination with legal authorities in the AOR (military, police, intelligence, municipalities)

On a general level:

• The Office Coordinator Must Provide quality deliverable through continuous updating and sharing of knowledge with colleagues
• He must be flexible and proactive, facing challenges.
• He should be taking responsibility for one's work by providing innovative and replicable solutions.
• He should contribute to minimizing risks with the aim of providing a top-level service to users / donors.
• He should do coaching and training on the job.
• He should motivate and engage junior colleagues and contribute to group spirit.