Project Finance Officer

Hewad Vocational and Social Organization (HVSO) is a not-for-profit, non-political, and non-governmental humanitarian organization. HVSO was established in 2012 to work alongside other national and international partners for provision of education, health, community development and empowerment, and other social services aiming to reach the most unreached and highly underserved societies and women empowerment focusing on alleviating the sufferings of the most vulnerable groups of the society in different community structures such as rural, urban, IDPs, returnees, etc. Since its establishment, HVSO has worked hard to implement projects that ensure people’s access to quality and equitable education and health and other basic life services with focus on vulnerable group of society (women and children).

To manage the financial administration of the Skill Development and Literacy (SDL) Programme on behalf of the Implementing Partner (IP), ensuring that project funds are utilized efficiently, transparently, and in accordance with the approved project budget, organizational financial procedures, the signed Implementing Partner Agreement (IPA), and UNESCO requirements.

The Project Finance Officer is responsible for maintaining accurate financial records, processing project payments, monitoring budget utilization, preparing financial reports, supporting audits and financial reviews, and ensuring compliance with financial management requirements throughout the project implementation period.

Key Duties and Responsibilities

Financial Planning and Budget Management

·       Support the Project Officer in preparing project budgets, budget revisions, cash flow forecasts, and financial plans.

·       Monitor project expenditures against approved budget lines and implementation plans.

·       Track budget utilization and identify actual or potential over-expenditure and under-expenditure.

·       Provide regular budget updates and expenditure analysis to the Project Officer and organizational management.

·       Ensure that expenditures are charged to the correct budget lines and cost categories.

·       Support preparation of budget modification requests when required.

Financial Record Management

·       Establish and maintain organized financial records for all project transactions.

·       Ensure that all financial documentation is properly filed and readily available for review.

·       Maintain accurate records of payments, advances, reimbursements, payroll transactions, procurement payments, and other financial activities.

·       Ensure that all supporting documentation is complete, properly authorized, and maintained in accordance with organizational and donor requirements.

·       Maintain electronic and hard-copy financial records.

Processing of Payments

·       Process project-related payments in accordance with approved budgets and organizational procedures.

·       Verify payment requests, invoices, contracts, attendance records, and supporting documents prior to payment.

·       Ensure timely payment of salaries, consultancy fees, training-related costs, supplier invoices, and other project expenses.

·       Verify calculations and payment amounts before processing.

·       Ensure that payments are made through approved banking channels and electronic transfer systems.

Payroll Management

·       Prepare and process monthly payroll for project staff and facilitators.

·       Verify attendance records and supporting documentation before processing salary payments.

·       Maintain payroll records and supporting documentation.

·       Ensure that salary payments are made in accordance with signed contracts and approved salary scales.

·       Coordinate with human resources and project management staff on staffing-related financial matters.

Financial Reporting

·       Prepare monthly financial reports and expenditure summaries.

·       Prepare financial documentation required for reporting to UNESCO.

·       Support preparation of quarterly, interim, and final financial reports.

·       Reconcile expenditures against approved budgets and project activities.

·       Ensure that financial reports are accurate, complete, and submitted within required deadlines.

·       Respond to requests for financial information from project management and UNESCO.

Cash and Bank Management

·       Monitor project bank accounts and cash balances.

·       Conduct regular bank reconciliations.

·       Maintain records of bank transactions and supporting documents.

·       Monitor cash flow requirements and inform management of anticipated funding needs.

·       Ensure proper management of project advances and liquidations.

Procurement and Financial Compliance

·       Work closely with the Project Procurement and Logistics Officer to verify procurement-related expenditures.

·       Review procurement documentation prior to payment processing.

·       Verify compliance of procurement expenditures with approved procedures and budgets.

·       Ensure that procurement payments are supported by complete procurement documentation.

·       Participate in financial verification of procurement processes when required.

Financial Monitoring of Project Activities

·       Verify financial documentation related to training activities, community meetings, workshops, distributions, monitoring visits, and other project events.

·       Review supporting documents related to classroom kits, vocational toolkits, teaching and learning materials, parenting education materials, hygiene kits, and other project supplies.

·       Ensure that expenditures are supported by adequate documentation and evidence of implementation.

·       Conduct periodic verification of project expenditures and supporting records.

Audit and Financial Review Support

·       Prepare financial records and supporting documentation for audits, spot checks, financial reviews, and monitoring missions.

·       Support internal and external auditors during audit exercises.

·       Respond to audit queries and requests for financial information.

·       Follow up on audit recommendations and corrective actions.

·       Ensure financial documentation remains complete and audit-ready throughout project implementation.

Asset and Inventory Financial Tracking

·       Maintain financial records related to project assets and inventory.

·       Support asset verification and inventory reconciliation exercises.

·       Ensure proper recording of project assets and equipment.

·       Coordinate with procurement and logistics staff regarding asset management and disposal procedures.

Coordination and Support

·       Participate in project coordination meetings and planning sessions.

·       Provide financial guidance to project staff on budget utilization and financial procedures.

·       Support capacity building of project personnel on financial compliance requirements.

·       Coordinate with organizational finance departments and project management teams.

·       Maintain effective communication with UNESCO on financial matters through appropriate channels.

Compliance and Risk Management

·       Ensure compliance with the IPA, approved budget, organizational financial procedures, and UNESCO financial requirements.

·       Identify financial risks and immediately inform the Project Officer and management of any concerns.

·       Support implementation of internal controls and financial accountability measures.

·       Ensure compliance with anti-fraud, anti-corruption, safeguarding, and accountability requirements.

·       Report suspected financial irregularities through appropriate organizational mechanisms.

·       Bachelor's degree in Finance, Accounting, Business Administration, Commerce, Economics, or a related field.

·       Professional accounting certification is an advantage.

·       Minimum three (3) years of relevant experience in financial management, accounting, bookkeeping, or project finance.

·       Experience managing donor-funded project finances is highly desirable.

·       Strong knowledge of financial management procedures, budgeting, and financial reporting.

·       Experience using accounting software and financial management systems.

·       Advanced proficiency in Microsoft Excel and other Microsoft Office applications.

·       Strong numerical, analytical, and organizational skills.

·       Fluency in Dari and/or Pashto (written and spoken).

·       Basic working knowledge of English is desirable.

Interested Afghan nationals are requested to apply by completing the Google Form and uploading their updated CV and Cover Letter. Please ensure you mention the Vacancy Announcement Number in the designated field and submit your application before the closing date.

https://docs.google.com/forms/d/e/1FAIpQLSeDtXAXACk0Thauhrr_dt1syq6JAed9b1r79RWrYJWCNeM4HQ/viewform?usp=sharing&ouid=107691376744467611850