Duties & Responsibilities:

• The Administration/Finance Manager is responsible for
• efficiently dealing with queries about issues in his/her section
• performing tasks in compliance with GIZ’s Processes and Rules (P+R) to ensure that contractual, financial and administrative requirements are met
• correctly providing services within the team in accordance with GIZ’s requirements
• meeting the administrative needs of the office independently, with a minimum of intervention
• managing the administrative staff at the project office in Kabul
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• The Administration/Finance Manager performs the following tasks:

Tasks

Dialogue with the management

• The Administration/Finance Manager
• advises his/her superior, the Project Director as well as the Finance Manager on questions relating to the thematic area and on issues that are relevant to different groups

Management responsibility

• The Administration/Finance Manager
• is responsible for the business areas, orders and measures assigned within the section and for managing all staff who report to him/her (management responsibility for staff bands 2-4)
• manages staff in accordance with management principles and guidelines to promote a sense of corporate identity, enable employees to carry out tasks independently and create scope for creativity and innovation
• is responsible for recruiting, selecting, grading, planning the assignment of and professional development of staff members who report to him/her
• is also responsible for monitoring, managing staff and ensuring that they provide cost-effective services
• carries out the annual staff assessment and development talk for staff members who report to him/her

Content-related tasks

• The Administration/Finance Manager
• ensures internal and external networking between different groups and thinks and acts outside the boundaries of the immediate team
• designs group and working procedures in line with objectives, requirements and the client’s needs
• further develops themes and instruments in his/her working area and incorporates these into the overall context
• makes available expertise in the context of knowledge management and also advises external parties on issues from the manager’s area of responsibility
• networks with other units and takes into account management goals and requirements in providing services
• formulates solutions for complex issues and fundamental issues relating to the section

Coordination

• The Administration/Finance Manager
• ensures that information is exchanged between project staff, partners and other institutions
• prepares and organises internal meetings

Administration

• The Administration/Finance Manager
• is responsible for organising administrative and logistical aspects of project activities (meetings, workshops etc.)
• supervises the administrative staff in Kabul
• coordinates with the GIZ Country Office on modes of service delivery
• monitors the availability of accessories and stocks and carries out procurement in accordance with guidelines
• is responsible for filing documents in reference files or in DMS in line with GIZ’s filing rules
• manages confidential files, specifically in the areas of personnel and finance
• is responsible for the project’s inventory management

Finance and accounting

• The Administration/Finance Manager
• helps prepare programme budget planning
• helps monitor expenses and costs in accordance with the project’s annual budgets
• manages and monitors the monthly accounting and financial plans
• is responsible for financial management, such as cash withdrawals, cash management, bank account management, verifying vouchers, issuing cheques, online-banking
• supervises the project’s finance officer/s
• checks travel expense statements of staff for approval by the superior
• carries out spot checks of the cash and bank book
• checks requests for funds before release
• monitors project accounting incl. receivables and payables

Contracts and procurement

• The Administration/Finance Manager
• prepares and/or issues procurement contracts, service/consulting contracts, financing agreements, local subsidy contracts, etc. in accordance with GIZ regulations
• prepares biding documents and technical/financial assessment grids
• receives bids and proposals from vendors, consulting firms and individual consultants and ensures tender opening procedures as per GIZ regulations
• carries out the financial evaluation of offers and provides support to the technical evaluation
• negotiates with the suppliers, consultants and other contractors
• provides trainings to external partners/advisors in financial reporting and invoicing according to GIZ regulations
• checks financial reports and invoices on completeness and arithmetical correctness
• tracks and monitors contracts and procurement processes
• is responsible for filing documents in reference files and in DMS in line with GIZ’s filing rules

Other duties/additional tasks

The Administration/Finance Manager:

• is responsible for the project’s leave monitoring
• is responsible for onboarding and training measures for administrative staff
• performs other duties and tasks at the request of management