Job Description
The Senior Admin & Finance Officer will be responsible for leading and managing the financial and administrative functions of Afghan Educational & Aid Organization (AEAO) at its main office in Kabul. The position will report to the Director, Deputy Director, or designated line manager in accordance with the organizational structure.
The selected candidate is expected to have strong practical experience in finance, administration, procurement, budgeting, payroll management, tax compliance, documentation, and audit preparation. He will work closely with senior management to ensure smooth office operations, effective financial management, accurate reporting, and full compliance with organizational policies, donor requirements, and applicable laws and regulations of Afghanistan.
The incumbent will also contribute to strengthening internal controls, improving administrative systems, minimizing operational and financial risks, and promoting transparency, accountability, and compliance across all organizational functions.
The ideal candidate should be highly organized, trustworthy, detail-oriented, and capable of working effectively under pressure while maintaining confidentiality, professionalism, and ethical standards.
Main Responsibilities
- Manage day-to-day financial transactions, including payments, receipts, vouchers, advances, and settlements, in accordance with AEAO’s financial policies and procedures.
- Maintain accurate, complete, and up-to-date financial records, ledgers, books of accounts, and all supporting documents.
- Prepare monthly, quarterly, and annual financial reports and submit them to management in a timely manner.
- Conduct regular bank, cash, and ledger reconciliations to ensure accuracy, transparency, and proper financial control.
- Monitor project expenditures against approved budgets and promptly report any variances or financial concerns to senior management.
- Support budget preparation, budget revisions, and cash flow planning to ensure effective and efficient utilization of organizational resources.
- Oversee daily administrative and office operations to ensure smooth, efficient, and well-organized workflow.
- Ensure proper filing, documentation, and archiving of finance, procurement, HR, and administrative records for compliance and audit purposes.
- Manage office supplies, equipment, logistics, and other operational support needs in a timely and cost-effective manner.
- Support procurement processes, including collection of quotations, bid comparison, vendor communication, and maintenance of procurement documentation in accordance with organizational procedures.
- Prepare monthly payroll and maintain staff attendance, leave records, and related personnel documentation.
- Ensure proper tax deductions and full compliance with applicable tax laws and regulations of Afghanistan.
- Maintain updated fixed asset and inventory registers and support periodic physical verification of assets.
- Provide full support during internal and external audits by preparing, organizing, and presenting required financial and administrative documents.
- Identify and report financial irregularities, compliance gaps, internal control weaknesses, or operational risks to management in a timely manner.
- Ensure compliance with organizational policies, donor requirements, and internal control procedures in all financial and administrative matters.
- Support the implementation of anti-fraud measures and contribute to strengthening transparency, accountability, and sound internal controls across organizational operations.
Required Skills & Competencies
- Fluency in Dari and/or Pashto (written and spoken) is required.
- Good command of English (written and spoken) is required for reporting, communication, and documentation.
- Knowledge of Arabic language will be considered an added advantage.
- Strong command of Microsoft Office, particularly Advanced Excel, Word, Outlook, and financial reporting tools.
- Practical knowledge of QuickBooks or other accounting software / financial management systems is highly preferred.
- Strong understanding of accounting principles, financial reporting, budgeting, cash management, and financial controls.
- Good knowledge of procurement procedures, documentation standards, audit requirements, and internal control systems.
- Familiarity with Afghan tax regulations, statutory deductions, and legal compliance requirements.
- Strong analytical, problem-solving, and organizational skills with attention to detail.
- Good communication, coordination, and interpersonal skills.
- Ability to work independently, manage multiple tasks, prioritize workload, and perform effectively under pressure.
- High level of integrity, professionalism, accountability, confidentiality, and ethical conduct.
- Afghan nationality is required.
