Admin and Finance Officer (local)

Date Posted: Mar 14, 2024

Job Detail

Location:

Balkh-Farah- Faryab- Herat
Company:

Afghanaid
Type:

Contract
Shift:

Rotating Days
Career Level:

Entry Level Staff
Positions:

9
Vacancy number:

VA-2024-09
Experience:

3 Year
Gender:

Male
Salary:

As per Company salary scale
Degree:

Bachelors
Apply Before:

Mar 21, 2024

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About Afghanaid

Afghanaid is a British international NGO (www.afghanaid.org.uk) that has been working in Afghanistan since 1983. Headquartered in Kabul, Afghanaid implements projects directly in 8 provinces and through partners in a further number of provinces and maintains a marketing and fundraising office in London. Afghanaid works in some of the most remote areas of the country and through a range of programme interventions supports development of basic services, such as water and sanitation, access roads, education facilities and other community infrastructure; strengthens livelihoods through improved natural resource management, agricultural and small enterprise development, and improved access to markets; and provides humanitarian assistance in times of emergencies. Gender mainstreaming, local governance and community development are integrated into all of Afghanaid’s work. The results achieved have earned Afghanaid the respect and recognition of stakeholders as an effective and collaborative charity.

Job Description

Responsibilities:

Admin:

Supervise and/or implement the day-to-day administration and logistics activities of the Provincial/District Office and maintain appropriate manual and computerised records according to policy and procedure.
Ensure that all materials required for the projects are provided at the right quality, time and place as per request and that all purchases are made in a cost effective manner and in accordance with Afghanaid policy and procedure.
Establish, maintain and oversee up-to-date Provincial/District office records, ordering, issuance/assignment, repair and maintenance of all fixed assets and inventory items.
Ensure proper coordination of meetings and workshops/conferences and associated services such as transport and lodging, for the district office.
Ensure all legal obligations of the offices, e.g. lease agreement, maintenance contracts, are fulfilled and renewed in a timely manner.
Be active promoter of healthy, clean, safe and well maintained living/working environments; suitable for both men and women.
Ensure that hygienic and healthy food and drinks are served to staff.
Act as a liaison person with provincial operations coordinator for technical support.

Human Resources (HR):

Take the lead in the recruitment of project staff with support of the Human Resources department.
Support the Operations Coordinator and HO HR team with timesheet, leave management and tracking of the provincial staff.
Support the Operations Coordinator and HO HR team on the provincial full-time and part-time staff payroll management and preparation.
Coordinate the safe and secure movement of staff and visitors and recording in the registration books.
Ensure that all staff of administration have performance objectives set and they are reviewed regularly in a timely manner
Ensure all staff have clarity about their roles and responsibilities.
Ensure the project staff have performance objectives and regular one-on-one meetings.
Provide technical guidance and capacity development to the project team; build the capacity of staff through coaching, mentoring and exploring learning opportunities.
Deliver required trainings and mentor female middle management staff to ensure project has significant qualified women
Determine the need for hiring consultant/s for technical input, draft terms of reference and commission consultancies on a needs basis.
Support the Operation Coordinator in HR record keeping.

Finance:

To enter financial data into Afghanaid financial system & manages the cash handling at provincial and district offices.
Preparation of vouchers and support provincial financial coordinator in financial reconciliations.
To distribute the salaries/wages to staff in provincial and district offices & act as a member in purchasing or other committees.
To distribute payments directly to suppliers or contractors through cross cheques or cash payments in line with organizational policies.
To send hard data financial report at the end of each month to HO.
To assist provincial financial coordinator in financial training of field staff, community’s members, social organizers etc.
Monitor regularly the office vehicle and office Generator fuel and log book
He will be the part of procurement committee
Stamp of all voucher when payment is don’t and posted when voucher are posted into finance system
Checking the vehicles logbook before payment to drivers
Handling of office cash and payment to supplier through cash
Preparing overtime and taxi rent cost for all support staffs
To prepare administration, financial, procurement and HR documents required to ensure smooth implementation of the project, e.g. supply requisition forms, comparative statements, payment vouchers, casual workers contracts etc.
To support procurement process of items required for the implementation of the activities including maintaining purchasing documentation, participate in purchasing committees, collecting quotations, checking the quality of the equipment and materials etc.
To look after arrangement of meetings, workshops, and conferences of the related office
d. To look after arrangement of personnel, vehicles, keys of the gates of the office, staff house, guest house, correspondence, and other files and keeping them proper and update manually
To maintain of copier and generator in regional office
To control the recording and updating inventory of the fixed assets of the offices, Guesthouses and in the field offices
To look after providing, distributing and keeping proper balance and update of office stationary
To ensure all legal obligation of Offices and guest house (lease agreement, maintenance contracts) are fulfilled and renewed in a timely manner
To ensure that all utility bills (electricity, water, telephones and etc) are paid on time.
To ensure a healthy and safe working environment is provided to all staff.
To ensure the reception function of District Offices meet the highest standard
Ensure high standards of sanitation in the offices and houses
To ensure a healthy and proper food and tea are served to staff Maintain staff attendance and leave register.
Maintain stores and stock records.
Coordinate the compilation of all district level reports, ensuring that the reports are received by the provincial office in a timely manner.
Perform any other related duties as required.
Undertake any other duties as and when required by the line manager and/or overview manager.

Job Requirements

PERSON SPECIFICATION

Education & Professional Qualification

Bachelor’s degree in Business Administration with specialization in finance, Human Resource or related discipline.

Work Experience

More than 3 years of professional experience in Admin and HR.

Professional Skills, Competencies, Values and Attitudes

Afghanaid seeks a responsible and dependable Admin Finance Officer with strong initiative, judgment and adaptability as well as excellent skills in communication, organisational, interpersonal relations, decision-making, financial management and reporting.

Specifically, the holder of this position should also demonstrate the following:

Proficiency in computer software including Accounting Packages, MS Office etc.
Working knowledge of budget development, monitoring & control as well as financial reporting and analysis.
Advanced knowledge of internal controls and donor rules and regulations
Ability to deal with difficult, often challenging work situations.
Behavioural role model for peers and fellow team members.
Competent to work with significant levels of autonomy and able to meet tight deadlines.
A results-oriented approach to delivering work priorities in personal workload,
Creative and innovative in conceptual and analytical thinking
Sensitivity to gender issues.
Fluent in Dari, Pashto and English (written and oral).
Personal integrity, sense of humour, intuitive and self-motivation
Knowledge of personal strengths and weaknesses, active listener

Key Skills and Competencies

Essential

Highly developed reporting, budget monitoring, and management skills.
Excellent knowledge of community development and social mobilisation.
Proven management ability and strong interpersonal skills – team player.
Ability to deal with difficult, often frustrating work situations.
A willingness to live, travel and work in isolated and possibly dangerous locations.
Gender sensitivity.
Sensitivity to the Islamic culture.
Commitment to support/develop the capacity of the national staff and of rural communities.
Personal integrity and a sense of humour.
Knowledge of personal strengths and weaknesses.
Ability to manage conflicting priorities in personal workload.
Knowledge of exit strategies and sustainability issues.

Desirable

Experience or familiarity with INGOs.
Proficiency in the most common computer software including word processing, and excel spreadsheets.
Problem solving and leadership skills.

Other Information

Afghanaid’s core values are creativity, fairness and honesty. Our staff is passionate about and proud Afghanaid. Teamwork is fundamental to our standards and demonstrated by taking initiative, assisting others and taking on additional responsibilities and tasks if necessary. We are results driven, committed and motivated to achieve targets and take accountability for our own actions.

Our remuneration and benefits package is competitive with other similar organisations.

This position presents an excellent opportunity for someone who has the ambition and determination to move up in their career.

Skills Required

Submission Guideline:

Please submit your application by filling the Afghanaid standard job application form and email a completed application form, covering letter and your CV, by no later than 21 March 2024 to vacancies@afghanaid.org.uk ; including your name, vacancy number and the job title in the subject line. Your covering letter should be no more than 1 standard A4 page in length and explain how you meet the essential and desirable position requirements and why you feel you would be a suitable candidate for this role. Your CV should be no more than 4 pages and include 3 professional references including your current employer. The precision and style with which you present yourself in your covering letter and CV will be given significant weight in short listing candidates. Application with no proper subject (requested above), without the application form or submitted after the deadline will not be considered. Due to the high volume of applications we receive, we are unable to respond to every application. If you have not heard from us within 2 weeks of the deadline, then you have not been successful for shortlisting.

Please note that applying without filling the standard job application form will result in disqualifying the applications to review for shortlisting.

Link for the Afghanaid Standard Job Application form: https://drive.google.com/uc?export=download&id=1vLmMCTTa7peZ-8Odm-L4xm_5ULr6nvRG

Note: Only local candidates within the same District & Province should apply.

Submission Email:

vacancies@afghanaid.org.uk

Job Detail