Key Responsibilities:

Finance/Accounting & Treasury:

• Ensure that sufficient cash is available to meet immediate operational needs at provincial and district level in close collaboration with project managers and coordinators as well as Head Office finance.
• Check and verify forms and vouchers to ensure that they are properly completed; the required supporting documents are attached; all donor, organisational and statutory requirements are complied with and that they are duly approved in line with the approval authority limits in place.
• Ensure that expenditure is coded and captured correctly in the accounting system in terms of amounts, budget codes/lines, general ledger codes, project codes as well as any other analysis codes as may be applicable.
• Maintain cash controls such as regular cash counting and ensure that cash in hand and bank accounts are reconciled at least once a month.
• Maintain and monitor staff and supplier accounts to ensure that correct balances are reflected in the financial management system.
• Conduct physical verification of assets at provincial and district levels as well as facilitate their disposal/write-off in line with organisational policy and the Afghanistan NGO law.
• Ensure a fair and equitable charging of common/shared costs among projects based on cost allocation methodologies in line with Afghanaid and donor policies.
• Ensure timely submission of tax returns for the province.
• Provide Programme Managers with complete, timely, accurate and reliable financial information as well as discuss financial reports; establish and monitor follow-up action plans with them.
• Implement necessary corrective actions against the internal control weaknesses identified in the internal and external audits reports.
• Liaise with Head Office staff regarding provincial financial matters.

Administration & Logistics:

• Supervise and/or implement the day-to-day administration and logistics activities of the Provincial Office and maintain appropriate manual and computerised records according to policy and procedure.
• Ensure that all materials required for the projects are provided at the right quality, time and place as per request and that all purchases are made in a cost effective manner and in accordance with Afghanaid policy and procedure.
• Establish, maintain and oversee up-to-date district and provincial office records, ordering, issuance/assignment, repair and maintenance of all fixed assets and inventory items.
• Ensure proper coordination of meetings and workshops/conferences and associated services such as transport and lodging, for the provincial office.
• Ensure all legal obligations of the offices and guest houses, e.g. lease agreement, maintenance contracts, are fulfilled and renewed in a timely manner.
• Be active promoter of healthy, clean, safe and well maintained living/working environments; suitable for both men and women.
• Ensure that hygienic and healthy food and drinks are served to staff.
• Supervise, mentor and train administration and logistics staff.
• Act as a liaison person with Head Office Operations for technical support.

Human Resources (HR):

• Ensure all recruitment at provincial level is conducted in a transparent manner and in accordance with the Afghanaid policy and labour law as well as actively promote the employment of women.
• Ensure that all records of all current and former personnel across the province are complete, accurate and up to date at all times; including payroll records and where required, submitted to head office in a timely manner.
• Coordinate the safe and secure movement of staff and visitors and recording in the registration books.
• Ensure that all staff have performance objectives set and they are reviewed regularly in a timely manner

Undertake any other duties as and when required by the line manager and/or overview manager.