Job Summary

The Finance Specialist is responsible for handling the financial activities under the direct supervision of the Finance Manager.

The Financial Management Specialist will help to enhance the financial skills and competency of the OHA office’s staff to ensure proper financial management is in place with international standards and having sufficient documentation for donor audit to get a clear audit view. 

Duties & Responsibilities

Job Responsibilities

·        Ensure all transactions, invoices, bills, salaries, office supplies, office equipment purchases, vouchers, and quotations; bidding follows organization policies.

.  Proceeding the payments through cash box and bank account by issuing the cheque or transfer letters

. In consultation with the Finance Manager and Provincial Managers, request funds for monthly expenditures.

·  Ensure that provincial and district office expenditures are by the approved budget and use the correct dimension codes (account, project code, budget line, and department locations).      

Assist in the preparation of monthly accounts closure and financial reports.

·        Ensure Trail Balance, bank reconciliation, physical cash counts, and cash reconciliation are done on a timely basis.

·        Assist in the analysis of financial reports every month and preparing reports on major concerns (Under/Overspends lines) for all projects/Programs.

·        Preparing monthly national payroll and proceeding to the bank for transferring to the employee’s salary bank account according to OHA rules and regulations.

·        Process international staff salary advances every month. 

·        Ensure daily updates of transactions in the cashbooks and financial system. 

·        Collate and check supporting documents to monthly expenses report. 

·        Checking and posting cost allocations and individual unit Petty cash liquidation. 

·        Perform and carry out bank runs to withdraw cash, deliver bank transfer documents, and any other bank-related transactions. 

·        Ensure all original supporting documents are scanned and filed in sequential orders for ease of reference monthly before shipment to headquarters regularly. 

       Provide training to non-finance staff on IDLO financial reporting, and accounting procedures and requirements. 

·        Work in close cooperation with all departmental personnel to ensure that OHA and donor guidelines and procedures are adhered to.

Scanning and uploading the vouchers into the MIS financial system.

·        Ensure that costs are correctly charged to related programs, budget lines, proper COA, supporting documentation is complete, amounts are accurate, goods or services are received, and approval is obtained before payment.

·        Assist with the preparation provision of documentation and information for audit purposes, working with all departments to ensure requested documents by auditors are provided. 

·        Develop an effective filing system (Hard and Soft) for financial records of the projects.

·        Assist in preparing and developing of budget for OHA programs and budget versus actual analysis and provide red flags to budget holders for possible over and under-spending

·      Other finance-related tasks assigned by the Finance Manager

• Deputize for the Finance Manager when he/she is out of duty station.

·        Any other tasks as required by the supervisor.

internal Audit/Control Tasks

·        Appraise progressively the soundness, adequacy, and application of the internal control systems to which the system of internal control ensures compliance with the organization´s policies and procedures.

·        Evaluate those systems, identify inappropriate and inadequate controls, and recommend improvements in procedures and practices based on best practices.

• Ascertain that the system of internal control promotes the efficient and effective use of resources.
• Ascertain that the system of internal control operates to ensure that the assets of the organization are properly controlled and safeguarded from losses arising from fraud, irregularity, or corruption.
• Ascertain that there are adequate controls to ensure the reliability of accounting and other information as a basis for producing accounts and for financial, statistical, and other returns.
• Ascertain that there is an adequate internal control system to ensure the integrity and reliability of financial information provided to OHA.
• Providing support to both programs and answers to questions raised in the projects and acts as a consultant.
• Ensure that all policies and procedures are in place, updated, and followed by all OHA’s staff in Afghanistan.