Duties and Responsibilities
A - Finance
- Prepare annual financial statements in accordance with International Financial Reporting Standards (IFRS).
- Coordinate with internal and external auditors to facilitate audits.
- Generate monthly financial statements, management reports, and reports for various stakeholders.
- Ensure timely and accurate maintenance of financial records to support transparency and compliance while facilitating effective decision-making.
- Establish and maintain effective relationships with commercial banks to support financial operations.
- Analyze financial activities to generate valuable insights and provide informed recommendations.
- Monitor and manage the accounting system to ensure both accuracy and compliance with relevant regulations and standards.
- Design effective budget models for departments and the entire organization and present annual budget to the BOS and request for approval.
- Analyze financial information (e.g. revenues, expenditure and cash management) to ensure all operations are within budget.
- Develop and implement adequate internal control mechanisms to safeguard assets and ensure financial integrity.
- Prepare monthly financial reports, which include reconciliations for bank accounts, cash, and payroll, ensuring accuracy and clarity for informed decision-making.
- Ensure that staff salaries and vendor payments are processed according to organizational policies.
- Implement effective liquidity management strategies to guarantee a consistent and sufficient cash flow for meeting operational expenses.
- Analyze and monitor the loan portfolio to assess performance and risk and make recommendations for improvement as needed.
- Review the markup earned from financing activities and the operating costs.
- Monitor progress toward achieving operational and financial self-sufficiency.
- Make sure that all branches maintain sufficient cash flow.
- Implement strict cash management practices.
- Monitor surplus funds and provide management with appropriate usage suggestions.
- Create and implement financial and accounting systems to ensure effective financial management and control.
- Ensure the highest quality of data inputs into financial systems.
- Prepare strategic business plans & closely monitor the implementation of these plans to achieve organizational objectives.
- Ensure that all financial activities and products adhere strictly to Islamic finance principles, avoiding interest-based transactions and prohibited investments.
- Collaborate with the Shariah advisory board to develop and implement compliant financial instruments and services.
- Provide transparent and comprehensive financial reports to stakeholders, including donors, investors, and regulatory bodies, highlighting the institution's financial health and adherence to Islamic principles.
- Maintain open lines of communication with stakeholders to build trust and ensure alignment with the institution's mission and values.
- Monitor and evaluate the social impact of the institution's financial services, ensuring they contribute positively to poverty alleviation and community development.
- Integrate social performance metrics into financial reporting to provide a holistic view of the institution's impact.
B - Leadership and Management
- Serve as a member of Hassel’s Executive Team and provide guidance/ recommendations to the executive and senior management on issues related to the general administration, human resources development, information technology adoption/application, procurement, vehicles & facilities management, logistics and other related functions/activities.
- Supervise staff, manage team workload and resources, conduct periodic performance reviews and mentor/coach the staff.
B1 - Overall Responsibilities
- Facilitate formulation and updating/revision of all the policies and finance and administrative manuals for the Department.
- Lead and manage the administrative, human resources, IT/MIS, facilities and procurement functions in the Hassel by following the best practices in the most transparent and ethical manner,
- Ensure that all the business units/departments of Hassel, including its branches, have all the required resources/facilities for achieving high standards of performance.
- Implement and monitor an effective plan to reduce the administrative and operational costs, with a view to deriving the best value for the resources deployed by Hassel.
- Supervise, train and coach/mentor the staff involved in the finance and administrative functions, like the procurement facilities management, human resources, IT, security, drivers, etc.; and
- Manage team workload, resources and conduct periodic performance reviews
B2- General Administration
The Head of Finance and Administration will oversee the Finance and Accounting activities and general administration with a view to providing high quality service to all units of Hassel and ensuring that all key functions are fulfilled efficiently/effectively and are in compliance with policies and procedures. Some of these functions are listed below.
- Assign institutional resources including office space, vehicles, furniture, equipment, etc. and maintain accurate inventory records & reports.
- Monitor the management of Hassel Central and Regional Offices’ properties, vehicles and equipment, thereby ensuring that all are functioning properly.
- Oversee the procurement management to ensure compliance with Hassel policies and procedures and ensure that the procurement procedures are carried out expeditiously, whilst maintaining accountability and transparency.
- Facilitate implementation of procurement policies, updating procurement manual and introduce/implement proper filing systems, as required; and
- Supervise and manage the staff involved in the general administration and procurement activities.
Human Resources
- Formulate, update and implement HR/personnel policies and manual, which not only ensure smooth administration of Hassel, but are also in compliance with Afghanistan law.
- Develop an organizational work culture befitting the mandate and ethos of Hassel and enforce office discipline.
- Manage the recruitment/hiring, employment contracts/agreements, talent retention, placement/transfer, evaluation/performance appraisal, ensure proper relieving of Hassel staff on account of resignation/dismissal, etc.
- Ensure maintenance of a complete inventory of Hassel staff, including maintenance of employee-wise personnel files and audit them as required.
Information Technology & MIS
Head of Finance and Administration shall ensure that Hassel procures, uses, applies/adopts the most suitable/appropriate technology for its operations, which would result in the desired MIS/outputs, to enable Hassel to not only take prudent business decisions, but also prepare requisite reports/statements for submission to Supervisory Board, Government and other agencies concerned. In this context he will collaborate and coordinate with the senior staff of other Department and Units of Hassel to perform the following functions.
- Facilitate the formulation of an appropriate Information Technology Policy for Hassel.
- Ensure that Hassel has the right communications systems/hardware, which are run properly and are well maintained.
- Verify that IT related licenses, service contracts, etc., are up to date and the vendors concerned meet all the contractual obligations and service quality standards.
- Ensure that the systems for back up and contingency plans are developed and maintained effectively.