Administrator

General Conditions of Employment

PU-AMI is a humanitarian organization committed to safeguarding and protecting individuals affected by our activities and to ensuring a safe and respectful environment for all staff and beneficiaries. Adherence to the ethical framework (including sexual exploitation, abuse, and harassment (PSEAH), child safeguarding, fraud, corruption, and other forms of misconduct) is a fundamental requirement for all roles. All selected candidates must sign the Code of Conduct, complete all mandatory training and demonstrate a clear understanding of, and commitment to, PU-AMI’s ethical framework and safeguarding policies, including their responsibilities to prevent, report, and respond to concerns in accordance with the established reporting and referral procedures, and to uphold accountability to affected populations.

As part of PU-AMI's commitment to safe recruitment, all candidates will be subject to appropriate screening procedures, which may include reference checks, verification of employment history, and disclosure of any past misconduct related to safeguarding, PSEAH, or other serious violations.

PU-AMI considers the diversity of race, beliefs, languages, gender, background, and status within its human resources as a key asset to its humanitarian work and is fully committed to upholding the principle of non-discrimination throughout its recruitment processes.

Please note that PU-AMI will under no circumstances request any financial contribution for administrative fees related to recruitment. Any such request should be considered fraudulent and disregarded.
 The employee shall abide by this job description, his/her employment contract, and the PU-AMI Afghanistan National Staff Regulations, including their annexes and attachments, as well as any rules, regulations, and internal policies that may be adopted by PU-AMI Afghanistan.

Overall Objective

The administrator is responsible for ensuring the effective administrative and operational management of the Butkhak (BHC). The position supports the smooth delivery of quality primary healthcare services by coordinating administrative activities, supervising non-clinical operations, maintaining accurate records, monitoring attendance, managing facility resources, and ensuring compliance with PUI policies, procedures, and Ministry of Public Health (MoPH) requirements.

The administrator works closely with the Medical Doctor, health facility team, programme management, and relevant support departments to ensure that the facility operates efficiently, resources are used appropriately, and patients receive services in a safe, respectful, and well-organized environment.

Key Responsibilities

1.      Health Facility Administration and Coordination

·        Ensure the smooth day-to-day administrative functioning of the BHC in accordance with PUI procedures and approved operational plans.

·        Coordinate administrative activities among the health facility team to support the uninterrupted delivery of primary healthcare services.

·        Ensure that the health facility opens and operates according to the approved working schedule and that any operational challenges are communicated promptly to the line manager.

·        Maintain an organized filing system for administrative documents, official correspondence, staff records, attendance sheets, and other relevant facility documentation.

·        Ensure that the facility premises, waiting areas, consultation rooms, and administrative spaces are organized and maintained in a professional manner.

·        Report administrative challenges, operational gaps, and incidents affecting service delivery to the line manager in a timely manner

2.      Human Resources and Staff Management

·        Monitor staff attendance, punctuality, leave, and compliance with the approved working schedule.

·        Maintain accurate daily attendance records and submit them to the designated department within the required deadlines.

·        Support the orientation of newly recruited staff regarding administrative procedures, internal regulations, workplace conduct, and facility arrangements.

·        Maintain confidentiality of personnel files and other sensitive administrative information.

·        Support the preparation and submission of staff-related documentation, including attendance records, leave requests, and other required administrative forms.

·        Ensure that staff perform their assigned administrative duties in accordance with their respective job descriptions, while clinical supervision remains the responsibility of the designated clinical supervisor.

3. Patient Flow and Service Organization

·        Support the organization of patient registration, reception, waiting areas, and movement within the facility to promote orderly and efficient service delivery.

·        Ensure that patient registration and administrative records are maintained accurately and securely, in coordination with the responsible health facility staff.

·        Coordinate with the Medical Doctor and relevant health personnel to identify administrative barriers affecting patient access and service delivery.

·        Support arrangements that ensure patients, including women, children, older persons, and persons with disabilities, can access services respectfully and without unnecessary administrative barriers.

·        Ensure that patient complaints concerning administrative arrangements are documented and referred to the appropriate focal point or line manager.

·        Protect patient confidentiality and ensure that personal information is not disclosed to unauthorized persons.

·        Support the implementation of patient rights, respectful treatment, non-discrimination, and confidentiality principles throughout the facility.

4. Logistics, Supplies, and Asset Management

·        Monitor the availability and proper use of office supplies, cleaning materials, stationery, and other administrative consumables required for the facility's daily functioning.

·        Coordinate with the health facility in charge  to facilitate the administrative follow-up of essential medical and non-medical supplies, without assuming clinical or pharmaceutical responsibilities outside the assigned role.

·        Maintain updated records of facility assets, equipment, furniture, and other items assigned to the BHC.

·        Report damaged, missing, expired, or non-functional equipment and assets to the line manager and relevant support department.

·        Support periodic physical verification of assets and ensure that asset identification tags and inventory records are maintained as required.

·        Coordinate requests for replenishment of administrative supplies and other operational needs through the approved procurement and supply procedures.

·        Ensure that organizational property is used appropriately and protected against loss, damage, misuse, or unauthorized removal.

·        Follow up on facility maintenance requirements, including electricity, water supply, sanitation, heating, and other essential infrastructure needs.

5. Financial and Administrative Documentation

·        Maintain accurate and complete administrative documentation related to facility operations.

·        Support the preparation and submission of authorized administrative requests, supporting documents, and operational records.

·        Ensure that documents requiring signatures or approval are submitted to the appropriate authorized personnel before implementation.

·        Maintain proper filing and traceability of approved expenditures, receipts, delivery notes, and other supporting documents when these fall within the assigned responsibilities.

·        Support the line manager and relevant finance personnel during administrative verification, audits, and internal control checks.

·        Ensure that no expenditure, procurement, or financial commitment is made without the required authorization.

·        Report discrepancies, missing documentation, or suspected irregularities through the appropriate reporting channels.

6. Health Facility Infrastructure, Hygiene, and Safety

·        Monitor the general cleanliness, organization, and maintenance of the facility and coordinate with cleaning and support staff regarding identified gaps.

·        Ensure that administrative arrangements support compliance with infection prevention and control (IPC), waste segregation, and environmental hygiene procedures established by the health facility.

·        Report infrastructure deficiencies, safety hazards, fire risks, water shortages, sanitation problems, and other conditions that may affect staff or patient safety.

·        Support the implementation of facility safety measures, including appropriate storage of equipment and supplies and maintenance of clear access routes.

·        Coordinate with the designated focal points to ensure that incidents, accidents, and security concerns are reported through established procedures.

·        Support the proper display and maintenance of official notices, service information, patient rights information, safeguarding messages, and other approved communication materials.

7. Reporting, Monitoring, and Compliance

·        Prepare and submit routine administrative reports to the Health facility in charge  within the required deadlines.

·        Maintain updated records of staff attendance, facility maintenance, administrative requests, asset status, and other operational information.

·        Support the collection and organization of non-clinical information required for programme monitoring and management decisions.

·        Cooperate with internal monitoring, supportive supervision, audits, and authorized assessments conducted by PUI or relevant health authorities.

·        Ensure that administrative practices comply with PUI policies, standard operating procedures (SOPs), internal regulations, and applicable MoPH requirements.

·        Report suspected fraud, corruption, abuse, exploitation, harassment, safeguarding violations, or other serious misconduct through the established reporting channels.

·        Maintain confidentiality and ensure the appropriate handling and storage of organizational and patient-related information.

8. Accountability, Safeguarding, and Professional Conduct

·        Promote a respectful, inclusive, and patient-centered environment for all individuals accessing the facility.

·        Ensure that patients are informed about available feedback and complaints mechanisms, including the designated Community Feedback and Response Mechanism (CFRM), where applicable.

·        Support the display and accessibility of approved complaints, whistleblowing, safeguarding, and zero-tolerance information.

·        Never obstruct, discourage, or interfere with the submission of complaints or reports of misconduct.

·        Comply with PUI's Code of Conduct, safeguarding policies, Prevention of Sexual Exploitation and Abuse (PSEA) requirements, and confidentiality standards.

·        Treat patients, colleagues, community members, and partners fairly and professionally, regardless of gender, disability, social background, or other personal characteristics.

·        Perform all duties with integrity, accountability, transparency, and respect for humanitarian principles.

9. Coordination and Working Relationships

The administrator will maintain effective working relationships with:

·        The BHC in charge , Female medical doctor  and other health facility staff.

·        The Health Programme Manager and Health Coordinator, as applicable.

·        Monitoring, Evaluation, Accountability and Learning (MEAL) and CFRM focal points.