Women for Afghan Women (WAW) is a grassroots civil society organization dedicated to protecting and promoting the rights of disenfranchised Afghan women and girls in Afghanistan and New York. In particular, WAW works to help Afghan women and girls exercise their rights to pursue their individual potential to self-determination and to representation in all areas of life—political, social, cultural, and economic. WAW relentlessly advocates for women’s rights and challenges the norms that underpin gender-based violence to influence attitudes and bring about change.

Job Summary:

The Admin & Finance Assistant works under the guidance of the Warehouse Manager in coordination with the HR & Finance department in HQ and supports the day-to-day operations of the province office of the Finance & HR department.

Job Duties & Responsibilities:
 

HR & Admin:

• Organize, structure and maintain a decent filing system on administration materials and documents (with necessary confidentiality where required) at provincial level
• Maintains accurate fuel records and logbooks for generators and vehicles in provincial office and reports it to HQ Administration on regular basis.
• Process Purchase Orders for Foods, facilitiesand Office equipment on regular bases
• Maintain and arrange Food and Stationary Stock with proper recording system of usage
• Supervise work of the cook, cleaner, guards & Drivers and provide regular feedback to (office cleaners, guards, drivers, etc).
• Monitors the building and equipment maintenance and takes appropriate action accordingly
• Keep control on stationery and food expenses and maintain proper record of stock materials
• Submission of attendance Report and personnel action report to HQ on monthly basis.
• Regular Monitoring & Controlling Employees attendance
• Provides support facilitating interviews, meetings, and event management at the provincial/centre Level
• Schedules Written Test and Interviews when required and sends the scanned documents to HQ HR after conducting written test and interview
• Conduct HR orientation for new employees
• Assist the Warehouse Manager and HQ HR team with coordination of the Annual Performance Management Process; including distribution and collection of documents, scheduling meetings, and tracking and reviewing forms as they are received.
• Responsible for maintaining accurate and complete personnel and recruitment files; updating the files based on the checklist as necessary
• Assist with HR data management, including coordinating documentation and filing of updates to emergency contact information and leave record
• Track employee probation periods, advise the Warehouse Manager and HR team of upcoming probation end dates, send the probation evaluation form to the direct line supervisor in advance, so there is plenty of time to take necessary action, and ensure probation documentation is returned in a timely manner and fully completed and filed.
• Ensure documentation for the recruitment file checklist is collected, recorded and filed, and a copy is shared with HQ

Finance:

• Look after WAW bank account and take care of bank-related matters.
• Reconciling the bank statement with bank book for the appropriate period and time
• Maintain and update the financial data in designated financial software
• Work closely with LTS Finance Specialist and HQ Finance Team for annual budget expenditures
• Reconcile the account of inventory and stock in co-operation with Kabul management and finance sections.
• Receive the bills from Logistics section for payment and adjust the advance accordingly.
• Check all bills received to ensure that they are properly supported by all required documents.
• Check that expenses recorded under proper codes of account to assist in checking vouchers.
• Handling petty cash and reimbursement to vendors.
• Preparing the lists of monthly taxes of supplier taxes and making sure tax payment on due date according to Afghan tax law
• Check vehicle logbooks regarding POL consumption.
• Prepare monthly accounts statement.
• Any other task assigned by the supervisor. 

• Bachelor’s degree in the relevant fields
• Proven experience on administration HR & Finance areas with INGOs/NGOs
• Minimum of 3 years of experience in the field Admin/Finance
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task

Interested Afghan applicants should submit a cover letter along with their CVs in one PDF file explaining their interest in and suitability for the position. Please indicate the vacancy number (VA#1471 Admin & Finance Assistant/Herat) clearly in the cover letter and in the subject line of your email and send it to: hr@womenforafghanwomen.org

Note: Kindly avoid sending your educational and work certificates at this stage of recruitment. Applications received after the closing date without mentioning the location in the subject line of the email will not be considered.