Civil society has long been a key factor in addressing a full range of issues in the social, cultural, religious, humanitarian, and political life of Afghanistan. With the focus on the transition to Afghan leadership, civil society, particularly local and national non-governmental organizations (NGOs), have the potential to play an important and complementary role in Afghanistan in the delivery of the government’s priority programs, in supporting improved governance, in connecting the wider Afghan population to the state, and in advocating for the vulnerable and excluded.

NGOs in Afghanistan face challenges, including financial and capacity gaps and a public trust deficit, in their endeavors to play such a role effectively. The government, the international community, and civil society have been considering methods by which to support NGOs to address these challenges and realize their potential, dating back to discussions at the Conference on Enabling Environment for Effective Private Sector Contribution to Development in Afghanistan in June 2007. One of the outcomes of these considerations was the formation of a working group, with representation from international and national NGOs, key national NGO networks, and civil society professionals, to establish an organization that will enable NGOs to address these challenges.

The Afghanistan Institute for Civil Society (AICS) objectives are:

1. To raise the credibility of the civil society sector by certifying local NGOs using locally defined and internationally recognized standards.
2. To systemize capacity-building efforts by coordinating initiatives using measurable performance indicators.
3. To strengthen the role of civil society in Afghanistan’s development through policy dialogue and active engagement with the government, donors, and the broader development sector.
4. To provide a channel for resources for civil society by strengthening philanthropic and corporate social responsibility efforts.

To support AICS Finance HR & Admin department in effective management of the finance function of AICS including in the management of finance documentation, bookkeeping, reporting, cash management, and day-to-day Finance HR and Admin activities with strong knowledge of financial accounting and software (Quick Book)

• Finance Responsibilities:
• Make entries for all the transactions in the computerized accounting system (QuickBooks) and ensure that all the transactions are properly recorded daily
• Ensure that the budget lines in all transactions are booked to the correct budget lines and projects.
• Process supplier’s invoices and make sure suppliers are paid promptly.
• Manage petty cash funds, maintain petty cash journal, disburse funds for petty cash expenses, make petty cash payments promptly and in consideration of AICS procedures, and reconcile petty cash expenses and advances on a daily and monthly basis.
• Prepare cash count documents on a daily, weekly, and monthly basis and always remain organized and prepared for surprise cash counts.
• Review expense reports by ensuring that the information presented in the expense report accurately represents the expenses incurred and are reasonable project-related expenses and process for payment.
• Deposit in Government Treasury payroll tax, contractor/supplier tax, maintain and update database of tax deducted from, staff, contractors, and tax payment/deposit.
• Prepare and process monthly taxes in close coordination with the finance manager for the field office.
• Reconcile bank accounts on a daily, weekly, and monthly basis and prepare bank reconciliation documents at the end of each month with supporting documents of the system and bank statements.
• Provide extensive support during internal and external audits to the line manager
• Assist in the preparation of different financial reports for the line manager, management, donors, and tax authorities.
• Develop and process the staff monthly payroll every month.
• Assist in the preparation of different financial reports for the line manager, management, donors, and Afghan tax authorities.
• Administration & HR Responsibilities:
•  Disciplinary process, contracts, status change, exit, employee ID assignment, and ID card production.
• Process and support the implementation of performance appraisal of staff (probationary & annual).
• Process staff recruitment & hiring and ensure that proper support is delivered to HR aspects of AICS.
• Ensure day-to-day correspondences, information sharing, and filling and appropriate follow-up actions.
• Assist in the preparation of field missions to the regions and render logistic support.
• Processing delivery notes and invoices, procurement, and administrative reports.
• Regularly update the office inventory list and ensure records are updated.
• Guide and monitor daily transport arrangements (drivers, log books, vehicle records forms, drivers overtime etc.)
• Develop and maintain staff timesheets as per the AICS HR policies for each project.
• Maintain a proper filing system. This includes sorting, sequencing, and making sure that proper supporting documents are attached and a proper tracking system of vouchers in & out
• Review the inventory tracker to ensure that all purchased equipment added into the system is entered into the inventory tracker and is physically in place
• Prepare monthly, quarterly, and annual fuel consumption reports for office vehicles and generators
• Maintenance of office filling system ensuring safeguarding of confidential materials
• Organize travel including purchasing of tickets and conference facilities arrangements
• Supervision of field office finance, administration, and HR staff under the direct supervision of the provincial coordinator and HQ line managers
• Hanging up the important notices around the office area.
• Any other task assigned by the line manager (Provincial Coordinator & Finance Manager)

• At least 4-6 years of work experience in the field of finance as an officer or accountant with national and international organizations especially with highly reputable local NGOs.
•   Bachelor’s degree in Business Administration, Economics, Finance or      accounting, or a relevant Field
• Service and quality-oriented, proactive, persistent, broad-minded, and able to assess issues & situations from different perspectives

• Strong computer spreadsheet/word processing skills
• Be able to work under pressure with a tight deadline
• Practical experience of QuickBooks Accounting software for NGOs
• Understanding of IAS (International Accounting Standards & GAAP (General Accepted Accounting Standards)

• Firm compliance to orders, rules, and regulations; familiar and has updated knowledge of manpower regulation
• Good communication skills with good command of Dari, Pashto, and English

• Good social skills and ability to work as part of a team
• Excellent interpersonal skills, people person, diplomatic, empathic
• Excellent ability to work independently or in teams, to multitask, and to work in a multicultural environment

• Experience working with communities and Shuras
• Ability to work collaboratively with colleagues
• Ability to work in a challenging environment

Qualified interested national candidates are kindly requested to submit their application (cover letter & updated CV) no later than 27 July 2024 to the email (Jobs@aicsafg.org) 

Please mention the vacancy number and job title in the subject line of your email (AICS2024-07-002 )Finance HR / Admin Officer

The residents of Baghlan( Baghlan Jadid and Pul e Khumri,  Dara e Suf Bala and Dara e Suf payeen) are highly encouraged to apply.