1. Summary of Key Functions

• Financial Management: to ensure that Financial issues of the provincial office is managed properly, on time and with the efficient manner
• Make ensure that all procurements for the provincial office are planned and processed on the requested time-lines
• Ensure the HR activities in the provincial level and is a focal person for HR affairs
• Properly manage Logistic  and Assets of the Sub-office
• Ensure that the sub-office is properly supported in administrative services

2. Key relations           

• Reports to the Provincial Manager.
• Keep close contact with the Project and Field Supervisors, support staff and projects staff
• Ensure the proper communication and reporting to finance, HR, Procurement and Administration and HR departments of Kabul Head office

4. Key Expected Results:

The Finance/Admin officer will be expected to properly and effective manage the financial, procurement, logistics, Asset management and general administrative affairs. S/he will focus on achievement of the following results:

• 1. Financial Management:
• Check and review the sub office financial documents and sees that all financial transactions are sufficiently supported.  Ensure that all CARE Afghanistan’s policies and procedures are adhere to
• Prepare disbursement, receipt and journal entry vouchers on the basis of approved financial documents and ensure accuracy of cost allocation to projects.
• Check Cash ledger properly.
• Conduct regular cash counts with the sub office cashier and ensure its accuracy and document the cash count process.
• Preparation of financial reports both on monthly and weekly basis to CARE Main office in Kabul.
• Reconciliation of program advances with CARE main office and take corrective measures in case of any difference.
• Apply rules and regulation of Government of Afghanistan taxation law.
• Prepare sub office cost pool on monthly basis.
• All the supporting documents of the payments to be translated accordingly.
  2. Ensure the procurement for the sub-office:

The incumbent of the position is responsible to implement plan on provincial level for timely provision of needed goods/services and having enough information regarding vendors, market and marketing systems, implement CARE’s procurement policies and procedures in all transactions:

• Ensure that CO procurement policy is considered in all procurements on provincial level
• Collect enough/needed information regarding availability of goods and venders in the market
• Implement approved vendor list at all the time
• Get/collect information from open market and those who work in the same area regarding vendors.
• Ensure that the supplier is reliable in offering goods/services in specific time, cost effectiveness and quality
• Prepare comparative statement.
• Recommend the vender based on the given quotations and their reliability.
• Getting approval of quoted price from authorized persons.
• Clarify the terms and conditions of the contract to the suppliers.
• Collecting/attaching of sample before signing contract.

1. 3. Ensure HR activities in province in collaboration  :

Finance/Admin officer is a focal person of HR in the provincial level. S/he will be responsible for handling hiring in the province, preparing the attendance reports and manage staff transition reports

• Fully understand HR Manual
• Coordinate with HR unit the staff transitions
• Prepare attendance report
• Handle provincial level hiring’s
• Prepare the hiring documents properly in the standard formats and submit to HR unit for further process
• Give a brief organization orientation for staff hired on provincial level

• 4. Manage the Logistics and Asset in Sub-office
• Keeping track of the organization inventory and assets in an inventory package and carrying out regular physical checks of the organization assets and inventory.
• Provision of monthly inventory and warehouse reports to CARE main office Commodity account section.
• Coordinates logistic activities with other district office and Kabul office.
• Keep computers records updates which is available in the field with clear functional and none functional information.
• Ensure the safety and security of office equipment’s.
• Responsible to keep on track all field office inventories.
  5. Provide administrative support to the office:
• Ensure the office working environment clean and undusted all the time.
• Exchanges communication and correspondence between the sub office and head office through various suitable and effective mediums;
• Coordinates with district level admin and logistic activities of the projects
• Arrange and circulate pouch to sub/ and main offices, and keep its record updated.
• Keep computers records updates which is available in the field with clear functional and none functional information.  
• Assist the security focal point in on time reporting.
• Keep stationery distribution record updated and in case of requirement conduct purchasing of required stationery.