Support Service Officer

About WeWorld-GVC:

We World-GVC is an independent organization that has been working in international cooperation and humanitarian aid for 50 years. It supports people in overcoming emergencies, and it strives to guarantee that everyone can have a decent and dignified life as well as opportunities and a better future. WeWorld works in 27 countries around the world, including Afghanistan, with more than 120 emergency, humanitarian aid and development projects. Focused on projects concerning Development Cooperation and Humanitarian Aid to guarantee the rights of the most vulnerable communities, especially women and children. In Afghanistan, We World-GVC, support Food Security/Livelihood, ES/NFI and Protection interventions in Herat Province.

We World-GVC in the framework of its programs in Afghanistan is recruiting local staff to implement the project "Strengthening the food insecurity and disaster risk preparedness, prevention and response capacities of the Afghan population affected by the humanitarian crisis" in Herat funded by the Italian Agency for Development Cooperation (AICS).

We World-GVC is an equal opportunity organization and will not allow discrimination based upon age, ethnicity, ancestry, gender, national origin, disability, race, size, religion, sexual orientation, socioeconomic background, or any other status prohibited by applicable law.

We World-GVC has also a zero-tolerance approach to any harm to, or exploitation of, a child or a vulnerable adult by any of our staff, related persons or partners. Safeguarding checks are part of the selection process.

We World-GVC commitment to being a safe organization begins with the staff recruitment process which includes meticulous checks, such as criminal records check or check disclosure of previous convictions, to ensure children and vulnerable people are safeguarded and abuse is prevented.

We World-GVC promotes a welcoming, diverse and discrimination- and harassment-free workplace and expects the highest standards of behavior from all its staff, who are requested to adhere to the principles and behavioral rules defined in the CoEC and the Organizational Policies.

The Code of Ethics and Conduct (CoEC), PSEAH, Child safeguarding and all the organizational policies can be found here: https://www.weworld.it/en/about-us/transparency

Job Description:

Finance, budgeting and accounting 

• Support the National Admin Coordinator and Programme Coordinator in preparing project and office budgets, budget revisions, forecasts and financial plans for Herat operations. 
• Monitor actual and projected expenditure against approved budgets, review budget-versus-actual information and promptly flag risks of under- or overspending. 
• Maintain complete and accurate Herat financial records, including cashbooks, payment files, advances, reconciliations and supporting documentation, in accordance with the chart of accounts and filing requirements. 
• Verify invoices, payment requests, travel claims, per diem, accommodation and service-related costs for accuracy, eligibility, authorization and correct budget coding before submission or payment.
• Support cash-flow planning, prepare cash requests, and ensure the secure handling of cash and timely settlement of advances within delegated responsibilities.
• Prepare and submit accurate monthly financial documentation and reports to the National Admin Coordinator within established deadlines and support month-end and project-closing processes.

Procurement and supply-chain management

•     Consolidate procurement needs and support the preparation and regular updating of project and office procurement plans in coordination with programme teams. 
• Manage local procurement processes within delegated thresholds, including requests for quotations, bid receipt and opening, comparative bid analyses, justifications, purchase orders and contract documentation, while obtaining the required approvals. 
• Ensure full compliance with WeWorld procurement procedures, donor rules, segregation-of-duties requirements, conflict-of-interest provisions and applicable local regulations. 
• Maintain an updated supplier database and procurement tracker, support vendor due diligence and document supplier performance. 
• Coordinate the receipt, inspection and handover of goods and services and ensure that purchase requests, goods-received notes, waybills, delivery notes and payment documentation are complete and consistent. 
• Maintain complete, orderly, and audit-ready procurement files in both hard and electronic formats.
  

Logistics, fleet, assets and inventory

•  Plan and coordinate the movement of vehicles and drivers and ensure the timely completion and review of vehicle logbooks, fuel records and movement documentation. 
• Monitor vehicle servicing, repairs, registration, insurance and fuel consumption and promptly report operational or compliance issues. 
• Maintain the asset and inventory registers, ensure that all assets are correctly labelled, record transfers and disposals, and conduct regular physical counts and reconciliations. 
• Manage stock records and, where applicable, warehouse documentation, including receipts, releases, stock cards, waybills and periodic stock reports. 
• Ensure proper use, routine inspection and timely maintenance of office equipment, communications equipment.

Administration, personnel support and premises

•      Manage day-to-day administrative arrangements for the Herat office, guesthouse and other premises, including leases, utilities, supplies, cleaning, repairs, maintenance and service contracts. 
• Maintain confidential personnel files and support recruitment, onboarding, briefing, attendance, leave tracking and other personnel administration in coordination with the National Admin Coordinator and relevant focal points. 
• Arrange approved travel, accommodation, per diem and meeting or training logistics and ensure that the corresponding documentation is complete. 
• Supervise and follow up the work of support staff under the Officer's line management, including drivers, guards and cleaners, and provide clear schedules and performance feedback. 
• Maintain appropriate health and safety standards within the working environment and communicate relevant safety and security information to guards, drivers and staff in close coordination with the Program Coordinator. 
• Maintain orderly, secure and confidential administrative, financial, procurement and logistics files, both hard copy and electronic.

Compliance, reporting and audit support 

•     Submit a consolidated monthly support-functions report to the National Admin Coordinator covering finance, administration, procurement, logistics, fleet, assets and outstanding action points. 
• Support internal and external audits, spot checks and compliance reviews by preparing documentation, responding to queries and following up agreed corrective actions. 
• Promote consistent application of WeWorld standard operating procedures and disseminate updated guidance and good practices to Herat staff. 
• Identify financial, administrative, procurement or logistics of risks and irregularities and escalate them promptly to the National Admin Coordinator and Program Coordinator. 
• Provide practical guidance to programme and support staff on administrative, financial, procurement and logistics procedures. 
• Perform other support-related duties assigned by the Program and National Admin Coordinators, consistent with the responsibilities and level of the position.

Knowledge/Experience

• Bachelor’s degree in finance, Accounting, Business Administration, Logistics, or a related field (master’s degree is an advantage).
• Minimum 3 years of experience in finance, logistics, or administrative support in humanitarian or development projects.
• Knowledge of procurement procedures, financial management, and donor compliance requirements.
• Experience with cash handling, financial reporting, budget monitoring, and office administration.
• Ability to travel frequently to other provinces and project sites if needed.
• Experience working with INGOs, UN agencies, or donor-funded projects is an advantage
• Strong interpersonal and teamwork skills, maintaining effective working relationships with people of diverse cultural and national backgrounds. 
• Professionalism – understanding of the management and operations of development organizations. Demonstrated ability to apply good judgment in the context of assignments given.
• Planning & Organizing - Ability to plan own work and manage conflicting priorities. 
• Communications - Good communication (spoken and written) skills, including ability to explain and present program related information/requirements and prepare written documents/communications in a clear and concise way. 
• Technology Awareness – Good computer skills using Word, Excel, PowerPoint and engineering programs.
• Teamwork - Good interpersonal skills and ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
• Fluency in Dari and Pashto and excellent in English (listening, reading, writing, and speaking). 
• Ability to multi-task, be flexible and effectively lead the team in pressure working environment.
• Extensive experience in capacity building through conducting training sessions. 
• High proficiency in Microsoft Office 365 (especially Excel, Word and Outlook) is mandatory.
• Good analytical and writing skills and good capacity to produce high-quality reports in English is mandatory.
• Demonstrated experience in complying with PSEA and Child Safeguarding policies is preferred. 
• Ability to independently organize work and prioritize tasks but also to work as part of a team.

Interested and qualified candidates are invited to submit their CVs and provide the required information through the link below:

https://docs.google.com/forms/d/e/1FAIpQLSdetcCgPWBWtwREA9rubhGXlYPjXAKfqb42YONvvqKM3pX0GA/viewform?usp=header

Only pre-selected candidates will be contacted the applications will be reviewed as they are received and the position maybe before the deadline