Under the direct supervision of the project officer and full collaboration with Kabul support team and UHI Program coordinator , the senior support assistant is in charge of the overall finance/HR/logistic affairs, internal control, accounting related tasks, and will assist Kabul main office in terms of admin/finance related duties, insure the admin/finance policy and procedures are respected according to Tdh systems. 

Duties & Responsibilities:

Finance:

• Prepare accounting documents( payment/ receipt vouchers etc),
• Check the monthly financial reports (hard and soft copies) of Tdh programmes in Afghanistan and provide required feedback;
• Cross check payroll sheets, extra duties, and other bonuses for the staff on monthly basis after receiving from the HR manager (for accuracy and donor funding details);
• Assist in external financial audit , prepare the information, files and necessary documents required by the auditors.
• Insure to send withholding tax documents to Kabul office on time ( salaries, suppliers, rent etc).
• Scanning of the cash inventories, bank statements and other finance related documents on monthly basis;
• Keep all the Finance related file boxes in a systematic manner; including Expense files, contract files, taxes files, donor contracts and all financial documents files.
• Archive all the finance documents after annual closing and annual audit in proper place for any future audits in an easy accessible method.
• Assist in managing external, internal audits , government audits and provide the necessary files to auditors after review and approval of Finance coordinator.
• Prepare budget forecast on monthly basis.
• Prepare fund transfer documents based on monthly budget forecast for final review to Finance coordinator
• Review procedures for commitment of expenditure and identify any shortfalls for review of the Finance Coordinator/ Finance Manager.
• Ensure the supporting documents are valid and adequate, report any missing documents to Finance coordinator/ Finance Manager
• Keeping updated lists of all distributions to the beneficiaries (such as medicines and kits) , and ensure that support documents for beneficiary distributions are attached to the expenditure files.
• Prepare the primary cash book in excel and ensure to attach the original support documents (bills and invoices etc);
• Assisting Finance coordinator/ Finance Manager in follow-up of accountancy on a monthly basis for Tdh Projects; partners and main office
• Prepare vouchers for Kabul Delegation and project sites from the system and cross checking the support documents;
• Follow up of tax clearance after transfer with MTO, visiting banks for internal/external fund transfers

Human Resource:

• Facilitate the recruitment process- informing candidates; schedule the test/interviews, conducts reference check and job offer and making personal files.
• Making employee personal file and ensure all data are placed into personal file-contracts, JD, evaluation, code of conduct, policies, and any other documents related to employee.
• Update and follow up staff attendance sheet, time sheets, leaves and make sure staff are coming and leaving the office in accordance working hours schedule and time.
• Assist HR manager in monthly payroll preparation by providing relevant documents such as leave forms, absence, over time, time sheet….
• Make sure that all staff gets their pensions and benefits correctly
• Actively support HR manager & involve in recruitments by preparing job descriptions, vacancies and recruitment process
• Ensuring that all employees are organized and satisfied in their work environment.
• Overseeing the health of the employees as focal point for staff health insurance
• Conduct initial orientation to newly hired employees
• Make sure all staff having work permit and Tax identification number (TIN).
• Be available to carry out any other tasks deemed useful by his/her direct line manager or technical line manager.

Logistics:

• Perform logistics related tasks in implementing new logistic procedures , and give strong hand setup of new documentation/filling of logistic department,
• Collecting quotations from market when needed and fill up all logistic forms related to procurement.
• Weekly clearance for small purchases with finance department on weekly bases.
• Delivery of purchased goods to related departments
• Maintain an updated stock report according to Tdh logistic policy
• Maintain an updated equipment list in intervention area level
• Filling/documentation of “fleet management” reports and updated “fuel follow up reports”
• Support logistic Manager for the monthly mandatory reports to HQ, by providing necessary information on: equipment management, procurement database, fuel follow up and stock reports,
• Make sure that all assets (equipment) are duly identified, recorded and labelled properly and the inventory list is updated on monthly bases.
• Make sure that all assets of the field offices are recorded and updated on monthly bases.
• Collaborates in the appropriate selection, installation, use and maintenance of IT, communication-internet equipment if needed
•  Any other task as deemed necessary by the Project Officer, Logistics Manager, including follow-up of maintenance work in the office.