Job Summary

Under the overall supervision and guidance of the Finance, Supply Chain and HR Officer, the incumbent undertakes the following duties:

Duties & Responsibilities

Finance:

·      Responsible for maintaining cash book and reconciling cash on daily basis

·       Ensuring that IR Afghanistan adheres to local income tax regulations.

·       Maintaining and developing controls over all advances paid to staff

·       Maintaining a fixed asset for IR Afghanistan in accounting system in coordination with Project field staff

·       Preparing accounting vouchers and cross checking against budgets, investigating and reporting to Supply Chain and HR Officer on any variations in projections and working to resolve.

·       Supporting the Program staff in distributions and stock records/ counts etc.

·       Ensure financial understanding and ensuring the accurateness and completeness of data entered.

·       Prepare weekly / monthly finance reports for IRA-CO.

·       Record project wise income and expenditure transactions on daily basis

·       Scrutinizing of invoices in coordination with Supply Chain and HR Officer and tag it to the right  project

·       Record transfers from IRA-CO and other bodies.

·       Arrange cash flow for the projects

·       Ensure Bank reconciliations are done on monthly basis

·       Any other reasonable duties assigned by your line supervisor.

Administration:

·       Provide administrative support to the project and Administration Department as required.

·       Make sure to be up-to-date on the status of key projects, tasks.

·       Develop and maintain filing systems including records management, supplies management, and all relevant project services.

·       Prepare time sheet for all project staff.

·       Maintain and update the leave track for the staff.

·       Coordinate and arrange office facilities for seminars, workshops and trainings.

·       Printing, photocopying, program materials, program data and record keeping.

·       Assist and Coordinate with Relevant Manager in Booking of Hotels when required.

Logistics:

·       Prepare, maintain and keep filed all transport related documents for the project.

·       Follow the Islamic Relief procurement procedures, coordinate and purchase food and nonfood items on time for the project.

·       Assisting the Supply Chain officer in documentation process and procurement for the project.

·       Registering the purchase requisitions in the books of purchase. Procure all requested purchases in a timely manner. by working closely with Supply Chain Officer.

·       Prepare purchase requisitions and process it for approval.

·       Receive locally purchased goods, verifying receipt and follow upon back ordered items.

·       Copying and filing of the procurement documents.

·       Carry out additional tasks and responsibilities as assigned by supervisor

HR:

• Assist HR Officer in all recruitment and makes sure that the recruitment processes follow the organization recruitment policy.
• Assist the HR Officer in preparing and providing the required documents for the payroll.
• Assist in updating the staff information and leave details in to the Human Resource Information System (HRIS).
• In compliance with the organization guidelines, develop and maintain personnel files based on the check list for all staff, to include updating contracts and maintaining the confidentiality of each file.
• Complete the forms (Final clearance, final settlement, exit interview sheet and etc.) for leavers and make sure to maintain all the required documents in their files.
• Assist in preparing of job offer/contracts as well as introducing the new employees.
• Alert supervisors and the employees regarding the staff performance evaluations process.
• Meets deadlines, provides efficient and effective services. The timely and accurate performance of functions is essential for the smooth functioning of the HR department.
• To proper attendance report for the CO and share it with staff on daily basis.
• To develop and maintain the master list for the archiving purpose and submitted the document/files to the archiving responsible accordingly.
• Receive and compile attendance reports and ensure that annual leave/sick leave forms/reports are submitted in a timely manner for processing.
• Participating in the termination meetings with the committee.

·        Performs daily filing of incoming/outgoing correspondence