Administrative Officer – Administration & Finance Core

Japan International Cooperation Agency (JICA) is the executing agency of Japan’s Official Development Assistance (ODA). As one of the world's largest bilateral development organizations, JICA operates in over 150 countries and regions with approximately 90 overseas offices. Guided by its vision of "Leading the world with trust," JICA is dedicated to supporting socioeconomic development in developing regions and fostering international cooperation to address global challenges such as climate change, poverty, and regional instability.

In the current context of Afghanistan, JICA Afghanistan Office focuses on addressing basic human needs and supporting the humanitarian-development nexus. To ensure the effective, safe, and neutral delivery of assistance to the people of Afghanistan, JICA’s operations are conducted in partnership with international organizations, particularly United Nations agencies.

JICA actively collaborates with these multilateral partners to implement critical programs across vital sectors, including community resilience, agricultural development, water and sanitation, health, and education. Through these international frameworks, JICA remains dedicated to delivering essential human security and livelihood support directly to the Afghan population.

I. Organizational Context & Position Summary

• Functional Title: Administrative & Finance Assistant (General Affairs, Accounting & Security Support)
• Duty Station: Kabul, Afghanistan
• Reports to: Senior Administrative Officer / Deputy Head of Office

Position Purpose: Under the direct supervision of the Senior Administrative Officer and in close coordination with Administrative Managers, the Administrative & Finance Assistant provides essential administrative, routine accounting, logistical, and operational support to ensure the smooth daily operation of the JICA Afghanistan Office. The incumbent is responsible for performing standard finance execution tasks (office bill payments, tax filing support), physical asset and inventory management, and basic security/safety coordination, serving as a hands-on support for the administrative team.

II. Key Functions and Accountabilities

1. Office Payments & Basic Finance Support

• Support daily office accounting processing, including collecting, checking, and organizing utility bills, invoices, receipts, and vendor payment requests prior to manager review.
• Perform routine office expense payments (e.g., office utilities, internet/communications, office supplies, minor maintenance) in cash or via bank transfers under guidance.
• Assist in tax administration procedures, including gathering necessary tax documentation, preparing basic tax slips, and delivering tax payment vouchers to government tax offices or uploading to the Ministry of Finance portal.
• Maintain systematic physical and digital filing of all accounting slips, payment vouchers, bank receipts, and tax clearances in compliance with JICA accounting rules.

2. Asset, Inventory & Procurement Support

• Maintain and regularly update the office inventory register, tracking office supplies, IT equipment, communication devices (radios, satellite phones), and office furniture.
• Conduct physical inventory checks of office consumables, stationeries, and equipment, preparing replenishment requests when stock levels are low.
• Support routine procurement processes, such as issuing Request for Quotations (RFQs) to local vendors, receiving bid quotes, collecting goods, and verifying delivery against purchase orders.
• Assist in facility management, coordinating basic repairs, building maintenance, and servicing of office generators and equipment.

3. Security, Safety & General Logistics Support

• Assist in safety and security operations, including supporting the management of office communications tools (radios, satellite phones, emergency smartphones) and tracking equipment readiness.
• Support personnel movement logistics, assisting with airport pick-up/drop-off arrangements, driver assignments, and vehicle documentation updates (MOFA/MOI registrations, vehicle licenses) in coordination with GA staff.
• Perform official document delivery and mail pick-up from government ministries, post offices, and partner organizations.
• Assist in administrative arrangements for visa processing, compiling required documents for Japanese staff/experts and tracking visa expiration dates.

III. Impact of Results

The efficient, accurate, and timely performance of routine administrative, financial, and logistical tasks by the Grade 2 Assistant directly impacts the overall operational efficiency of the JICA Office. By taking ownership of routine office payments, inventory tracking, tax filings, and logistical logistics, the incumbent enables senior managers to focus on strategic policy, complex legal matters, and program oversight.

IV. Competency Profile Core Competencies

• Integrity & Reliability: Demonstrates honesty, meticulousness, and strict adherence to rules in handling office cash, payments, and financial documents.
• Accountability: Takes personal responsibility for completing assigned routine tasks on time and with high accuracy.
• Client Orientation & Service Mindset: Proactively assists team members and office staff with a helpful and cooperative attitude.
• Teamwork: Works collaboratively with senior administrative managers and national staff across different functional areas.

Functional Competencies

• Administrative & Financial Accuracy: High attention to detail in verifying numerical data, calculating invoices, checking receipts, and organizing administrative records.
• Procedural Compliance: Ability to strictly follow prescribed operational manuals, tax submission rules, and procurement guidelines.
• Operational Adaptability: Capacity to multi-task and support three distinct administrative functions (GA, Accounting, Logistics/Security) effectively under pressure.

• Education: Bachelor’s degree or higher from a recognized university in a relevant field (International Development, Economics, Public/Business Administration, Finance, etc.).
• Experience: Minimum 3–5 years of professional experience in international organizations, international NGOs, or donor agencies.
• Language: Full professional proficiency in written and spoken English. Fluency in local languages (Dari and/or Pashto) is required.
• Skills: Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint). Exceptional communication, negotiation, and analytical skills.
• Mindset:　Strong sense of public mission, high ethical standards, accountability, and ability to work effectively in a team.

1. You can apply for only ONE position across this JICA recruitment in this timing. Duplicate applications for multiple positions will lead to automatic disqualification.
2. Please complete all fields of the following URL (Microsoft Forms) in English.                                                                           Administrative Officer – Administration & Finance Core
3. All questions in this form are mandatory. Please ensure that every section is completed thoroughly and clearly. Any applications with missing information, blank fields, or vague/unclear answers will be automatically excluded from the selection process.
4. No supplementary documents (such as CVs, diplomas, or IDs) are required to be submitted at this stage. Your application will be evaluated solely based on the information and essays provided in this form.
5. Ensure your professional reference details are accurate. JICA reserves the right to contact any or all of your provided references directly during the initial shortlisting and document review process, prior to the interview stage, to verify your professional conduct and performance.
6. Only shortlisted candidates will be contacted for the next selection process. Due to the high volume of applications, individual notifications will not be sent to applicants who are not selected to proceed, and we do not accept inquiries regarding selection results. We appreciate your understanding.