The Administration and Finance Officer is responsible for managing the financial and administrative functions of the Access to Finance Project. The incumbent ensures sound financial management, efficient office administration, procurement support, logistics coordination, asset management, budget monitoring, and compliance with AYEO policies, donor regulations, Afghan laws, and international accounting standards. The position provides operational support to ensure effective and efficient implementation of project activities across the northern region.
Key Duties and Responsibilities
Financial Management
- Maintain accurate accounting records and financial transactions.
- Prepare payment vouchers, journal entries, receipts, and bank reconciliations.
- Process staff salaries, advances, reimbursements, and vendor payments.
- Monitor project expenditures against approved budgets.
- Maintain petty cash and cashbooks.
- Prepare monthly financial statements and cash forecasts.
- Ensure proper filing of all financial documents.
Budget Planning and Reporting
- Support preparation of project budgets and financial forecasts.
- Monitor budget utilization and prepare variance analyses.
- Prepare weekly, monthly, quarterly, annual, and donor financial reports.
- Assist the Project Manager in financial planning and resource allocation.
- Ensure timely submission of financial reports.
Administration and Office Management
- Manage day-to-day office administration.
- Maintain project correspondence, filing systems, and official records.
- Coordinate meetings, workshops, travel, accommodation, and office logistics.
- Ensure availability of office supplies, equipment, and administrative services.
- Maintain office facilities and coordinate maintenance when required.
Procurement and Logistics
- Support procurement planning and purchasing in accordance with AYEO Procurement Policy.
- Prepare procurement requests, purchase orders, and procurement documentation.
- Coordinate quotations, bid evaluations, and supplier communications.
- Monitor delivery of goods and services.
- Maintain procurement records and supplier databases.
Asset and Inventory Management
- Maintain the project asset register and inventory database.
- Ensure proper asset tagging, tracking, transfer, and disposal.
- Conduct regular physical inventory and asset verification.
- Ensure compliance with donor asset management requirements.
Human Resources Administration
- Support recruitment processes and onboarding of project staff.
- Maintain personnel files, attendance records, leave records, and employment contracts.
- Coordinate payroll documentation and HR administration.
- Ensure compliance with AYEO Human Resources policies and Afghan Labour Law.
Compliance and Internal Controls
- Ensure compliance with AYEO financial, administrative, procurement, and HR policies.
- Maintain effective internal control systems.
- Support internal and external audits.
- Ensure compliance with donor financial and administrative regulations.
- Maintain confidentiality of financial and personnel information.
Coordination and Reporting
- Coordinate with Headquarters Finance, HR, Procurement, and Operations Departments.
- Work closely with project staff to ensure smooth implementation of activities.
- Prepare administrative and operational reports.
- Participate in project planning and coordination meetings.
Other Responsibilities
- Perform any other duties assigned by the Project Manager.
- Represent AYEO professionally during meetings and coordination events.
- Contribute to organizational development and continuous improvement initiatives.
