Administrative Manager

İşin təsviri

Administrative Manager
Local Hire,Long-Term Position

Applications due by Close of Business, May 14, 2012

Pragma is one of the implementing partners of the USAID Azerbaijan Competitiveness and Trade (“ACT”) Project. The project is seeking a qualified individual to serve as an Administrative Manager for the project and for the Pragma regional Baku office.

Background

The ACT Project began operations in October 2010 and builds on the work of various other USAID Projects previously completed to support similar objectives.  The USAID ACT Project aims to improve the domestic business enabling environment; develop a liberalized, more transparent trade environment; and improve targeted value chains in the agriculture sector of Azerbaijan. 

The ACT Project is looking to hire an Azerbaijani citizen to work as Administrative Manager.

Specific Tasks

Principal Responsibilities:

- Ensure efficient operation of the Pragma Baku Regional office.  This includes:

o Managing funds transferred to the office, including accurate accounting of project funds used for the day to day operation, petty cash and managing one or more bank accounts
o Disbursing salaries to office employees
o Managing contracts for the regional office
o Representing Pragma in official and unofficial negotiations, meetings and other actions necessary for the operation of the representative office in Baku
o Maintaining personnel records for local and expatriate staff, drafting employment contracts for local staff and ensuring compliance with local employee handbook and local labor laws
o Maintaining HR database on Pragma employees
o Keeping track of vacation requests and update trackers of staff comings and goings
o Reviewing and sign all employee timesheets monthly and submit to the Pragma Accounting no later than the 2nd business day of the month
o Ensuring compliance with USAID, Pragma and  Sibley International rules and regulations in all matters

- Provide administrative assistance to project operation and personnel as directed by the Operations Manager or COP.  This may include:

o Conducting research, and compiles and prepares statistical reports
o Providing support for training events and conferences
o Coordinating and arranging meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings
o Making copies and/or scan correspondence or other printed materials
o Preparing outgoing mail and correspondence, including e-mail and faxes
o Acting as point of contact for staff members, vendors and others with issues or problems and work to resolve them
o Attending internal and external meetings as requested, taking notes, writing meeting notes and disseminating to interested parties
o Assisting with knowledge management of program notes, research, and documents for the use of staff employees
o Utilize Google calendar for effective administration
o In coordination with the Office Manager and generally for Pragma personnel
 Arranging for the logistics for the program including preparing and facilitating trips and other arrangements for existing LTTA and STTA once itineraries have been received from the home office
 Preparing work stations for in-coming long- and short-term staff
 Managing accommodations for consultants
o Providing secretarial assistance as required, including: typing of documents and E-mails; copying documents; preparing and filing documents, back-up telephone duties; preparing and sending fax messages etc.
o Assisting Operations Manager with procurement of commodities and services for project, including collection of quotes, drafting of RFQs, and composing justification memos for procurement, in accordance with project policy, USAID regulations, and local law.
o Assisting Operations Manager with the collection of documents necessary for USAID approval requests (for consultants, new hires, events).
- Perform occasional translation- written and verbal (office and field)
- Carry out other duties and tasks assigned

Fluent knowledge of Azeri, English, Russian, MS Office, e-mail is required.

Previous accounting and administrative experience is required.

Experience on a USAID project is preferred.

This work will take place in Azerbaijan starting on or around June 1, 2012 and will continue for the duration of the Project, subject to satisfactory performance and continued funding by USAID. 

Period of Performance

Full-time, long-term position.  The project is expected to be funded through September 2013.

Directions for Applying:
Please submit a cover letter and your resume in English [email protected] send it by mail to ACT Office address: 133 Bashir Safaroglu str., SAT Plaza, 15th floor, or fax it to 596 75 99.
If emailing your application, please specify the position title in the email Subject line. Acknowledgement will be sent to short listed candidates only. Closing date for applications is May 14, 2012.
Selected candidates will be invited foran interview.

Applications will be reviewed on a rolling basis, and the position is open until filled.