Admin and Finance Assistant

Afghanischer Frauenverein e.V.: AFV is a non-profit, non-governmental and non-political humanitarian aid organization registered with the Ministry of Economy in Afghanistan and has been working in the field of Education, Health, WASH, Vocational skills development, and humanitarian emergency response in Afghanistan since 1992. With a Country Office in Kabul and over 200 local staff members countrywide, AFV is implementing sustainable relief programs that are mainly in the rural areas, focusing on supporting children and their families in extreme poverty. Today AFV is engaged in over 21 relief programs serving over 200,000 people per year all over the country. The organization provides technical and financial support to five schools in Kabul, Kunduz and Ghazni provinces; runs vocational training courses for people with disability in Kabul and Ghazni; provides safe drinking Pipe for poor communities in remotest parts of some provinces; supports seven Basic Health Clinics (BHCs) in Kabul Province; and delivers humanitarian assistance particularly in partnership with other local partners.

The admin and finance assistant is responsible for providing comprehensive administrative and financial support to ensure the smooth operation of the AFV Nangarhar Field Office. Working in close coordination with the AFV Operations Coordinator and the Finance Manager, the incumbent will manage day-to-day administrative tasks, including document management, logistics coordination, office maintenance, inventory control, and staff support. The role will also support financial operations such as transaction processing, financial recordkeeping, and assisting the team in the preparation of financial reports and audits. This position plays a vital role in ensuring compliance with AFV policies and donor requirements, contributing to transparent, efficient, and accountable field operations.

Key Duties and Responsibilities

• Maintain organized filing systems (both electronic and hardcopy) for administrative and financial documents, ensuring easy access and proper archiving.
• Assist in the preparation, formatting, and editing of reports, letters, financial documents, and other official correspondence.
• Manage office supplies and inventory, initiate purchase requests, and ensure timely replenishment and record updates.
• Coordinate logistics for meetings, workshops, staff travel, and events, including transportation, accommodation, and documentation.
• Support recruitment processes by scheduling tests/interviews, managing candidate documents, and maintaining personnel files.
• Maintain and update staff attendance and leave records and assist in timesheet verification for payroll processing.
• Monitor and ensure the maintenance of office equipment and facilities and regularly update the office inventory list.
• Process financial transactions in compliance with AFV and donor requirements, including reviewing and verifying supporting documents.
• Prepare and maintain accurate records of vouchers, invoices, receipts, contracts, and other financial documentation.
• Assist in monthly financial reporting, budget tracking, reconciliations, petty cash management, and preparation of cash forecast.
• Prepare cash requests, manage cash disbursements, conduct regular cash counts, and maintain an up-to-date cashbook in accordance with AFV procedures.
• Liaise with suppliers and service providers to ensure accurate and timely financial documentation and payments.
• Support audit processes and perform any other administrative or financial duties assigned by the Operations Coordinator or Finance Manager.

Job Requirements

Education:

·       Bachelor’s degree in business administration (BBA), Economics, Public Administration, or a related field.

·       Strong knowledge and experience in using MS Office applications (Word, Excel, PowerPoint) and web-based administrative systems

Work Experience:

·       Minimum of 2 years of relevant experience in a similar administrative role, preferably with NGOs.

·       Proven proficiency in using MS Office packages for daily administrative tasks.

·       Experience working with an international NGO is an advantage

·       Experience working in a humanitarian context is a plus

Skills and Abilities: 

·       Fluency in English and local languages (Pashto and Dari).

·       Strong organizational, planning, and time management skills with the ability to prioritize multiple tasks and meet deadlines.

·       Excellent team player with strong interpersonal and coordination skills

·       Effective communication skills, both verbal and written

·       Strong problem-solving abilities in day-to-day operations and during crisis situations

·       Flexibility and readiness to work beyond regular office hours when required

·       Cultural sensitivity and ability to work effectively in a multi-cultural and crisis-affected environment

Interested candidates who meet the required criteria for the position are invited to send their CV and a motivation letter to the following email address: info@afv-organization.org.

While sending your application, please mention the position title “Admin and Finance Assistant” and the vacancy number (Vacancy No: AFV26-050) in the subject line of your email.

Due to the large number of applications, only shortlisted candidates will be contacted for the next steps in the recruitment process.