Profile of Finance & Stock Administrator for Mazar office:
Non-negotiable:
- Moderate knowledge of Finance and stock management and willing to be taught
- Maintaining a learning attitude continuously seeking to grow in knowledge of Finance.
- Bachelor Degree in Business Administration (BBA) from recognized university or equivalent qualification.
- At least 3 years’ experience in an INGOs & NNGOs in a finance related role
- Excellent computer and data entry skills
- Being accurate in all the Finance and stock management tasks
- Very good inter-personal skills, ability to express his thoughts clearly
- Friendly, kind and able to communicate with people of all cultures with respect
- Fluent speaking, reading, writing and typing ability in Dari, Pashto and English
- Decent, respectable appearance in accordance with local government worker’s standards.
- Honest and hard-working, even without direct supervision
- Committed to work within the policy requirements
KRA 1: Finance and Petty Cash :
Main responsibilities (including, but not limited to):
- CASH
- Do cash withdrawals from the bank as needed with a co-signer
- Responsible for preparing cash transaction vouchers, collecting and checking project vouchers and making sure that bills/invoices as proof document is attached, signed and in according to IFS.
- Prepare Project Vouchers and Cash Count Vouchers each month
- Responsible for booking all cash transactions/vouchers into Cash Book and if needed Bank transactions.
- Petty Cash – ensure that all petty cash is monitored, recorded as per OpMercy
finance policies. Prepare a Daily Cash Count (whenever the safe is opened) on the Excel Daily Cash Count spreadsheet. Must be signed by the two individuals who did the cash count.
- Adequate cash – always ensure that adequate cash is available in Mazar for expected
project and office expenses. Request required funds from Kabul Finance office every month in a timely manner
- ADVANCES
- Manage advances – according to the OpMercy finance procedures
- Distribute cash to authorized employees for purchasing. Maintain and control Advance
Vouchers
- Clear advances given on weekly basis or there must be a reason given for
needing more time. Advances must be cleared before the next one is given.
- FINANCE ADMINISTRATION
- Maintain the finance system and help to develop the system by using Cash Books.
- Re-check monthly finance sheets and close them by the due date (end of month)
- Finance Records – maintain records of all vouchers, receipts and finance data for Mazar
office and projects, with care and integrity.
- Importing all vouchers and checking all data, and communicating with project managers
about financial activity.
- Keep books in English for all expenses incurred in the Mazar Regional Office
- Organize and keep files of copied receipts for the Mazar Regional Office, ensure soft copies and originals are sent to Kabul in a timely manner
- Prepare financial reports as needed
KRA 2: STOCK AND WAREHOUSE :
Main responsibilities (including, but not limited to):
Receiving & Dispatching Goods
- Oversee the receiving process, including verification of quantities and quality of items
- Coordinate and document the dispatch of goods to various field clinics.
- Ensure that the items received are as per the Op Mercy request. In most cases, the finance & stock administrator has to physically check and count all items enclosed in boxes, and holding bags.
Warehouse Organization & Safety
- Ensure proper storage, labeling, and arrangement of items to facilitate easy access and minimize loss or damage.
- Enforce safety and cleanliness standards within the warehouse or storage facility.
Reporting & Documentation
- Prepare regular stock reports (daily, weekly, monthly)
- Maintain up-to-date documentation for audits and donor reporting.
Stock Rotation & Expiry Management
- Implement First-Expiry-First-Out (FEFO) or First-In-First-Out (FIFO) systems for stock rotation
- Monitor and manage expiration dates of items, especially medical supplies or food.
Coordination with Clinics Teams
- Ensure secure and efficient systems for delivery of supplies needed for the clinics.
- Work closely with Clinical team lead to plan and deliver the food materials to their clinics on time
- Assist in forecasting stock needs based on program activities.
Compliance & Donor Requirements
- Ensure that stock management procedures comply with internal policies and donor guidelines
- Support periodic stock audits and implement recommendations.
Loss Prevention & Security
- Identify and report discrepancies, losses, or damages.
- Implement controls to prevent theft, misuse, or spoilage of goods.
KRA 3: PERSONAL DEVELOPMENT :
Main responsibilities (including, but not limited to):
- Maintain a good relationship with his/her co-workers and superiors.
- Be open to learn from others, both local and expatriate.
- Maintain a learning attitude that means continuously seek to grow in leadership skills and professional teaching skills.
