Job Summary

Description: He/she is required to follow this job description and complete his work in respect of the

WAW rules and regulations.

Job Responsibilities:

Administrative Responsibilities:

• Administer and manage day-to-day administrative operations of the office
• Write all forms and letters to government and other offices.
• Handle correspondence, emails, and phone calls, and respond promptly to inquiries.
• Organize meetings as needed by the office.
• Compile and organize information for training, meeting agendas, and conferences (organizing sound systems, stage, etc.)
• Respect internal organization rules.
• Safe-keeping of project administrative records (such as contracts, leases, personal files, etc).
• Supervision of the project support staff activities and control of uniforms of guards.
• Maintain office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders, and verifying supplies' receipts.
• Coordinate and schedule appointments and  schedule  appointments  and  meetings,  and  manage  calendars  for  senior management
• Compile and organize information for training, meeting agendas, and conferences (organizing sound systems, stage, etc.)
• Assist in the preparation of reports, presentations, and other documents as needed.
• Manage petty cash and reconcile expenses regularly.
• Process invoices, reimbursements, and payments in a timely manner.
• Assist  in  budget  preparation  and  monitoring  expenses  to  ensure  adherence  to  budgetary guidelines.
• Maintain accurate financial records and documentation and ensure the protection and confidentiality of the organization's documents.
• Assist in the preparation of financial statements and reports for management and external stakeholders.
• Ensure compliance with all financial regulations and standards.
• Liaise with external stakeholders such as vendors, suppliers, and clients as needed.
• Provide administrative support to other departments as required.
• Attend meetings and other events as per the instruction of senior management team.
• Makes sure basic office supplies are in stock, order when necessary: orders to be approved by the regional project manager. Keeps a file of orders, including items, date of purchase, and cost.
• Any other tasks assigned by the line supervisor.

Finance Responsibilities:

• Prepare project financial periodic reports on a monthly and quarterly basis under the project.
• Prepare good, property, and personnel reports under the project for UNHCR and WOW sub office Kandahar.
• Keep track of taxes and ensure tax payments are on time.
• Manage petty cash and daily tracking of payments.
• Working  closely  with  operations  on  payment  requests  and  properly  maintaining  supporting documents for each payment.
• Assist the Finance manager in the WAW Kabul office in preparing a hard copy of the financial report under the project at the end of the month.
• Scanning and filling monthly financial reports.
• Preparing of General Ledger, Cash Book, and Bank Ledger in Quick Book Software
• Preparing Monthly Bank Reconciliation
• Preparing and controlling timesheets (attendance sheet), and leave requests form for all staff and doing the entire administrative activities.
• Preparing Vouchers and salary time sheets.
• Preparing Demand letters, inventory lists, cashbooks, and ledgers.
• Preparing and designing payrolls and all kinds of documents for the UNHCR
• Perform other duties as directed by his supervisor, including short-term assignments to provinces under the project (Kandahar, Urozgan, Zabul, Helmand, and Nimroz).
• Developing, implementing, and monitoring financial plans, budgets, and forecasts.
• Analyzing financial data and trends to provide insights and recommendations to management.
• Maintaining  accurate and  up-to-date  financial  records, including  accounts  payable,  accounts receivable, and general ledger entries.
• Assisting in the preparation of annual budgets and tracking budget variances.
• Monitoring and controlling expenses to ensure they align with budgetary constraints.
• Preparing regular financial reports for management and stakeholders, highlighting key financial metrics and performance indicators.
• Presenting financial information to management and providing explanations for variances and trends.
• Ensuring timely and  accurate submission of financial  reports to  regulatory authorities and external auditors.
• Managing cash flow and liquidity by forecasting cash needs and optimizing cash balances.
• Overseeing banking relationships and transactions, including deposits, withdrawals, and fund transfers.
• Any other tasks assigned by the line supervisor.