Responsibilities and particular assignments

General responsibilities:

The Field admin officer in collaboration with the Kabul coordination office HR and finance department will make sure the Central base human resource and financial issues handled as per PUAMI financial, human resource and administrative procedures. Furthermore, with close collaboration of the base logistics and coordination team, he/she will play his/her role to respect PU-AMI procedures concerning quotations, Orders, purchasing, deliveries and inventories.

He/she is also in charge of the good management of the accountancy, the budgets and the cash of the implemented projects in Central base.

Objective 1: Finance

Activites/ Main duties

- He/She Assigns financial codes on all order forms according to guidance of central base Team and as mentioned in the BFU.

- He/she will check the availability of budget and will review BFU together with budget holders and Field coordinator

- He/She takes part to the Preparation of financial reports for Central base Project along with budget holders’ tax base level.

- He/She will send Treasury forecast on monthly basis to Kabul coordination office finance team.

Objective 2: Accountancy

Activities/Main duties

- He/ She is responsible for forecasting the cash needs in the base on time and accurately, and for ensuring the filing of accountancy documents (invoices and purchase files).

- He/She monitors daily tasks in cash handling.

- He/She Checks cash inventories and advances follow ups.

- In close collaboration with the members of the base team, he/she gathers monthly accounting and sends all the accounting documents (cash books, the bank books, bank reconciliation, cash inventory) to capital coordination Finance Team.

- Checking the overall bills and documents according to PU-AMI Financial Procedures.

Objective 3: Human Resources/ Management/ Trainings

Activities/Main duties:

-  In close collaboration with the, National HR Manager he will facilitate and follow the recruitments processes for the project.

- Collect CV database for first line short listing.

- Modification of Job Descriptions and Preparing Job Announcements as required.

- Ask for list of documents needed to open HR file for new employee

- Sometimes to facilitate in employment contract creation/printing.

- Prepare two copies of employment contract for Kabul HR department.

- Create HR file for new employees and make sure it contains all documents needed.

- Make sure that each employee has tax identification number, if not, fill the form to start process for obtain it

- Create new line in Database for new employees.

- He/she is responsible for leave management of staff and preparing monthly attendance sheet and daily follow up of staff attendance and providing monthly attendance report.

- In close collaboration with the National HR Manager in Kabul, he/she prepares calculation of salary payments in PU-AMI salary database format on each deadline date of the month and sending it to Kabul HR department before payment of the salaries.

-He/she will provide a suitable environment for lectures, trainings and meetings.

-Referring to internal regulations in case of any dispute.

- Guidance during performance appraisal and providing necessary HR Forms to employees in case of leaves, overtimes etc... 

-Providing and sending HR monthly report to Kabul HR department.