The Finance and Admin Officer shall directly report to Executive Director and support the Project Manager in all Finance and admin related aspects.

Responsibilities:

Finance & Accounting

• Review, verify and check and preparation of all type of vouchers with support documents and cheque and effective payment.
• Get approve and sign all vouchers before payment.
• Make payments and keep all the record for all advances as per organization policies.
• Review and approve list of pending disbursements.
• Handling of the project bank account
• Post and review daily accounting journals for accurately postings into the accounting system (QuickBooks), produce expenditure statements, preparation of monthly, quarterly and annual financial reports and other financial information as per requirement.
• Review and verify monthly payroll summary for the staff ensuring correct payee, hours worked, and check amount for salaries and allowances including all deductions.
• Ensure taxes are withheld timely from salaries, rent, suppliers, procurement of goods and services etc. and deposited to Afghan Govt. tax department.
• To prepare bank reconciliation statement of project bank account and submit for approval to Line Manager.
• To prepare a staff salary sheet including all deductions if applicable and submit to Line Manager on monthly basis. Transfer staff salaries to their salary accounts by the end of each month.
• Support and prepare a budget according to the project activity plans in coordination with Executive Director and Health Coordinator on monthly, quarterly and annual basis.
• Ensure spending of the budget according to the plan to avoid under and over spending.
• Monitor and manage petty cash, handling of cash and cash book: ensure daily closure of the cashbook.
• Coordinate audit for the project with close coordination of the management & finance team.

Procurement and Asset Custodian:

• Procurement of goods and services for project requirements according to Union Aid’s procurement policy and procedures, with close coordination and support of procurement / logistics team and procurement committee.
• Ensure that all assets are tagged and registered in the inventory record
• Maintenance and monitoring of inventory for office, proper inventory control and update of inventory list etc at project office and field levels.

Administration

• Supervise Admin and Finance Assistant in managing office support staff at field locations  ( Driver, Guards, etc)
• Ensure office premises are clean, equipments, vehicles, furniture and office accessories are in working condition and maintained.
• Ensure of vehicle log book is properly maintained on daily basis.
• Arrangement of rental contract for project office and community places if any.
• Ensure that staffs are signing attendance register on daily basis and leave records are maintained properly.
• Overseeing arrangements for meetings, workshops, seminars etc.

Logical Support and Arrangement:

• Arrange and organize staff pick and drop on daily basis or as needed.
• Make vehicle arrangement for staff field visits according to the plan.
• Be aware of the security situation in the concerned area, inform the management and make alternative arrangements for staff visits or otherwise in coordination with Line Manager.

Planning and Review:

• Develop finance and admin planning for the project on monthly, quarterly and annual basis in line with project plans.
• Assist in developing annual, quarterly and monthly review according to the set plan.

Documentation and Reporting:

• Maintain all important files and documents (hard and soft copy) in a proper way for safe record.
• Make sure that all the forms and formats are accessible and available for the staff.
• Manage and generate all required financial report in Quick Book.

Capacity Building

• Capacity building of Admin & Finance Assistant, field and core project staff regarding finance and admin related procedures and policy requirements.