1. Key Responsibilities
1.1 Project-Specific Responsibilities
Ø Maintain project accounts, coding, vouchers, ledgers, reconciliations, advances, payroll inputs, cash forecasts, financial reports, and document retention for Contract No. 81089420.
Ø Prepare monthly budget-versus-actual and expenditure forecasts by output and activity; alert management to variances, ineligible costs, delayed liquidation, cash-flow risks, and budget-realignment needs.
Ø Verify that procurement and payments for training, events, travel, tree planting, rainwater systems, bio-briquette kits, youth innovations, supplies, service providers, and community micro-projects are authorized, competitive, eligible, reasonable, and fully supported.
Ø Administer procurement files, vendor due diligence, contracts, inventory, assets, office requirements, travel documentation, and periodic physical verification in accordance with SWOE and donor controls.
Ø Support donor financial reporting, audit, statutory obligations, fraud-risk management, corrective actions, and practical compliance coaching for project personnel.
1.2 Functional Responsibilities
Ø Maintain complete, accurate, and timely accounting records using the approved chart of accounts, project codes, accounting system, and document-retention structure.
Ø Prepare payment vouchers, receipts, journals, bank and cash reconciliations, payroll inputs, advances, liquidation records, and supporting schedules in accordance with authorization limits and segregation of duties.
Ø Prepare monthly financial reports, budget-versus-actual analyses, cash forecasts, fund requests, donor financial reports, and variance explanations for management review.
Ø Verify the eligibility, accuracy, approval, coding, procurement compliance, and supporting evidence of transactions before payment or recording.
Ø Maintain cash and bank controls, conduct cash counts, safeguard financial instruments, monitor advances and receivables, and promptly report irregularities.
Ø Coordinate procurement and administration in accordance with approved thresholds, competition requirements, conflict-of-interest rules, vendor due diligence, asset controls, and value-for-money principles.
Ø Maintain supplier, contract, lease, inventory, asset, insurance, utilities, vehicle, and office-administration records and support periodic physical verification.
Ø Support annual budgeting, project cost planning, audit preparation, statutory and regulatory filings, and implementation of audit recommendations.
Ø Provide practical compliance guidance to budget holders and staff while maintaining appropriate independence and escalating suspected fraud, corruption, or control breaches.
Ø Promote resource-efficient and environmentally responsible office administration and procurement.
1.3 Coordination, Reporting and Learning
Ø Maintain effective working relationships with relevant internal functions and authorized external stakeholders.
Ø Provide accurate and timely inputs to monthly, quarterly, annual, donor, management, and ad hoc reports as relevant to the position.
Ø Document implementation challenges, corrective actions, good practices, lessons learned, and recommendations for adaptive management and future programming.
Ø Participate in planning, review, coordination, and learning meetings and follow through on assigned actions.
1.4 Safety, Security, Gender, Inclusion and Safeguarding
Ø Comply with SWOE safety and security procedures and contribute actively to individual and team duty of care.
Ø Integrate gender equality, youth participation, disability inclusion, cultural sensitivity, conflict sensitivity, and do-no-harm principles into assigned work.
Ø Uphold the code of conduct and zero tolerance for sexual exploitation, abuse and harassment, child abuse, discrimination, retaliation, fraud, corruption, and conflicts of interest.
Ø Protect confidential and personal information; obtain informed consent; and immediately report safeguarding, security, fraud, or serious environmental and social concerns through authorized channels.
2. Key Working Relationships
Internal: Executive Director, with day-to-day coordination with the Project Manager; project team; MEAL/accountability; finance and administration; human resources; safeguarding/security focal points; and senior management. External: relevant line ministries and local authorities, communities, schools, universities, youth and women’s groups, civil society, suppliers/service providers, media, donors, and partners, as appropriate to the role and delegated authority.
3. Qualifications and Experience
Ø Bachelor’s degree in accounting, finance, business administration, economics, or a related field. Professional accounting training or certification is an advantage.
Ø At least four years of progressive experience in NGO finance and administration, preferably with donor-funded projects.
Ø Strong knowledge of bookkeeping, reconciliations, budgeting, internal control, audit support, procurement, payroll administration, and financial reporting.
Ø Proficiency in spreadsheet and accounting software and high numerical accuracy.
Ø Working proficiency in Dari and/or Pashto and English.
4. Required Competencies
Ø Integrity and fiduciary judgement
Ø Accuracy and attention to detail
Ø Financial analysis and forecasting
Ø Internal control and compliance
Ø Planning and service orientation
Ø Confidentiality and constructive challenge
Ø Proven ability to analyze problems, identify practical solutions, and work effectively under changing field conditions.
Ø Proficiency in Microsoft Office and relevant projects, financial, HR, communication, or data-management systems.
