Call for CVs (Conditional on Project Award): Admin & Finance Assistant

Afghanistan Development and Welfare Services Organization (ADWSO), an Afghan Non-Governmental Organization (NGO) operates in Afghanistan since 2008.  ADWSO’s priority sector areas are Child Protection, Livelihood Support, Vocational Training, Women Empowerment, Capacity Building and Rule of Law.

Note: Please be advised that this position is contingent upon the successful approval of our project proposal and associated grant funding. As part of the grant application process, the CVs of shortlisted candidates will be included in our submission to the funding body to demonstrate the quality and readiness of our proposed team. All offers of employment will be formally extended only upon final grant approval.

 Job Summary:

The Admin & Finance Assistant will provide critical administrative and financial support to the project office, assisting with office operations, financial documentation, procurement, human resources (HR) processes, and ensuring compliance with ADWSO’s policies and internal regulations. The position also requires managing office logistics, communication, and assisting in the preparation of reports for the program’s financial and administrative activities.

2. Key Responsibilities:

Administrative Tasks:

• Office Operations: Oversee daily operations at the provincial office, ensuring a well-organized and productive work environment for staff and management.
• Communication Management: Handle incoming and outgoing communications, including emails, phone calls, and official correspondence, ensuring timely and professional responses.
• Document Management: Maintain a systematic filing and document management system for both financial and administrative documents, ensuring easy retrieval and compliance with organizational standards.
• Calendar and Schedule Coordination: Coordinate appointments, meetings, and other events for staff and management, ensuring efficient time management and resource allocation.
• Travel Arrangements: Organize travel schedules, transportation, and accommodations for staff and visitors, following organizational policies and procedures.
• Visitor Management: Greet and assist visitors, providing a professional and positive experience.

Finance Support:

• Financial Documentation and Record Keeping: Assist in the preparation and processing of financial documents, including cash advances, expense reports, and vendor payments.
• Budgeting Assistance: Support in the preparation of budgets, monitoring expenditures, and ensuring compliance with Donor and ADWSO’s financial guidelines.
• Financial Reporting: Assist in compiling and generating regular financial reports for the provincial office and management, ensuring timely submission to Donor and ADWSO.
• Cash Management: Help track cash flows and maintain records of cash expenditures and receipts.
• Audit Preparation: Assist in preparing financial documents for internal or external audits, ensuring compliance with donor and internal policies.

Human Resources Support:

• HR Support: Assist with staff onboarding and offboarding, maintaining HR records, and managing leave requests. Ensure accurate attendance and timesheet management.
• Compliance with HR Policies: Ensure compliance with ADWSO’s HR policies and procedures, including documentation and record-keeping related to staff contracts and performance reviews.

Compliance and Reporting:

• Health and Safety: Ensure adherence to health, safety, and security guidelines at the provincial office. Report any non-compliance or incidents to management.
• Regulatory Compliance: Ensure that all administrative and financial activities are carried out in compliance with ADWSO’s policies, Donor’s guidelines, and relevant local regulations.
• Data Management: Ensure accurate and timely reporting of both administrative and financial data to the Project Director and central office.

General Support:

• Assist Senior Management: Provide administrative and financial support to the Project Director and other senior management as needed for the effective delivery of provincial projects and activities.
• Procurement Support: Assist in procurement activities, including vendor identification, processing purchase orders, and ensuring compliance with ADWSO’s procurement policies.
• Any Other Tasks: Perform any additional tasks assigned by the Director or senior management.

Qualifications and Requirements:

• Education:
• A minimum of a Bachelor's degree in Administration, Finance, Business, or a related field.
• Experience:
• At least 2 years of professional experience in administrative and financial roles, preferably within the development or humanitarian sector.
• Skills:
• Strong organizational skills and attention to detail.
• Proficient in using office software (Microsoft Office Suite, especially Excel, Word, Outlook).
• Knowledge of financial management and reporting tools.
• Ability to work independently and as part of a team.
• Strong communication and interpersonal skills.
• Ability to handle sensitive information and maintain confidentiality.
• Languages:
• Fluency in both written and spoken English, Dari and Pashto.

Email / Application Form: https://ee.kobotoolbox.org/x/8mSfnuWt?d[Vacancy_URL]=ADWSO-AFA-8-26