Support Services Officer

Terre des hommes, founded in 1960, is an independent, neutral and impartial Swiss organisation committed to bringing meaningful and lasting change to the lives of children and youth, especially to those most exposed to risks. We strive to improve their well-being and ensure the effective application of their rights as defined by the Convention on the Rights of the Child and other relevant human rights instruments. To make a difference, we focus on the areas of maternal and child health, children and youth migration, and access to justice. We aim to empower children and youth through active participation. We advocate for the respect of children’s rights, supporting them in voicing their needs and interests. We work in fragile and conflict settings, as well as in stable environments.

Tdh has been providing humanitarian assistance in Afghanistan for over 30 years, since 1995, and currently manages multiple projects in Kabul, Nangarhar, Kunar and Balkh with an outlook for geographic expansion. Our interventions incorporated multi-sectoral programme of protection, health, nutrition, food security and livelihood while maintaining the cross-cutting themes of child protection and WASH. Tdh’s programming approach maintains agility and flexibility to enable it to mobilise a response to emergencies which occur in this dynamic operating environment, including natural disasters and waves of displacement. The Country office is located in Kabul, supported by a coordination office in Jalalabad and several project offices in other provinces.

Tdh programming is context sensitive and guided by humanitarian principles and ‘do no harm’. All staff and beneficiaries are sensitised on prevention of sexual exploitation and abuse (PSEA) and safeguarding.

Main responsibilities:

Finance:

• Prepare accounting documents (payment/ receipt vouchers etc),

• Prepare monthly Accountancy reports (hard and soft copies) and share with Delegation office.

• Assist in external financial audit, prepare the information, files and necessary documents required by the auditors.

• Insure to send withholding tax documents to Kabul office on time (salaries, suppliers, rent etc).

• Scanning of the cash inventories, bank statements and other finance related documents on monthly basis.

• Keep all the Finance related file boxes in a systematic manner, including Expense files, contract files, taxes files, donor contracts and all financial documents files.

• Archive (Soft and Hard) all the finance documents after annual closing and annual audit in proper place for any future audits in an easily accessible method.

• Assist in managing external, internal audits, government audits and provide the necessary files to auditors after review and approval of Finance coordinator.

• Prepare budget forecast on monthly basis.

• Prepare fund transfer documents based on monthly budget forecast for final review to Delegation Office.  

• Review procedures for commitment of expenditure and identify any shortfalls for review of the Delegation Office.

• Ensure the supporting documents are valid and adequate, report any missing documents to Delegation Office.

• Keeping updated lists of all distributions to the beneficiaries (such as Cash, medicines, kits and other if any.), and ensure that support documents for beneficiary distributions are attached to the expenditure files.

• Prepare the primary cash book in excel and ensure to attach the original support documents (complete procurement file based on the Tdh accounting policy).

• Assisting Finance coordinator/ Finance Manager in follow-up of accountancy on a monthly basis for Tdh Projects; partners and main office

• Prepare vouchers for Kabul Delegation and project sites from the system and cross checking the support documents.

• Liaise with provincial authorities for all financial related activities.

• Any other financial related tasks assigned by line manager

Human Resource:

• Facilitate the recruitment process: inform candidates, schedule tests/interviews, conduct reference checks, prepare job offers, and create personal files.

• Conduct initial orientation for newly hired employees.

• Ensure staff understand HR policies, code of conduct, and project objectives.

• Create and maintain employee personal files, ensuring all documents (contracts, JD, evaluations, policies, etc.) are properly filed.

• Ensure all staff have work permits and Tax Identification Numbers (TIN) and obtain these for those who do not.

• Ensure accurate and timely entry of employee information into the HR database for reporting and compliance.

• Ensure all employee information is handled with strict confidentiality and in compliance with data protection standards.

• Update and monitor staff attendance sheets, timesheets, and leave records; ensure adherence to working hours.

• Assist the HR Manager in monthly payroll preparation by providing relevant documents such as leave forms, absences, and timesheets.

• Identify training needs and coordinate sessions for staff development.

• Assist supervisors in scheduling and documenting performance reviews and appraisals.

• Regularly update staff on HR policies, changes, and announcements through emails or notice boards.

• Assist in internal and external HR audits by providing required documentation and reports.

• Facilitate clearance, exit interviews, and final settlements for departing staff.

• Prepare monthly HR reports for the provincial office and share with central HR or management.

Logistics:

• Implement project and annual procurement plans aligned with program and district BHC-Basic Health Center needs.

• Ensure compliance with donor regulations (EU, UN, ECHO) and INGO procurement policies.

• Manage tendering processes (ITB, RFQs, RFPs), bid evaluations, and contract negotiations.

• Conduct market assessments and maintain updated vendor databases.

• Prepare procurement reports for Senior Logistics and ensure accurate records for audits.

• Monitor supplier performance and manage vendor relationships across province and district BHC-Basic Health Center needs.

• Supervise and support stock management: receipt, storage, dispatch, and reconciliation reporting.

• Ensure timely delivery of goods and services to province and districts or the BHC-Basic Health Center needs.

• Coordinate customs clearance and import/export documentation when required.

• Supervise organization and rental vehicles, ensuring safe and efficient use.

• Track fuel consumption, mileage, and usage logs to prevent misuse.

• Implement fleet safety protocols and driver training.

• Prepare monthly fleet management reports for site and district-level operations if required.

• Supervise inventory records and conduct regular stock counts.

• Oversee asset tagging, tracking, and disposal procedures.

• Conduct spot checks to ensure accountability and transparency in stock movements from donor warehouse and inside the Tdh BHCs in districts level.

• Prepare monthly stock and asset reports for management and donors.

• Ensure compliance with safety and security standards during transport.

• Supervise drivers, duty rosters, and logbooks.

• Plan and coordinate transportation of goods and staff to project sites and district BHC-Basic Health Centers.

• Monitor vehicle usage, KM consumption and report to Logistics Management.

• Maintain update fleet documentation (car documents, licenses, log books, etc.).

• Optimize routes and schedules to reduce costs and improve efficiency.

• Manage third-party transport providers when needed.

• Coordinate with Mazar Project officer, Kabul security colleagues to supervise guards and ensure proper coverage of office premises and assets.

• Develop duty rosters for guards and monitor attendance.

• Report security incidents to management and recommend preventive measures.

• Provide IT support to staff when needed.

• Troubleshoot hardware/software issues in coordination with service providers.

• Ensure proper maintenance of office IT equipment.

• Assist with managing user accounts, email systems, and data backups.

• Work closely with program teams to forecast supply chain needs at site and BHC-Basic Health Center needs.

• Develop contingency plans for supply chain disruptions.

• Liaise with suppliers, partner NGOs, and district-level stakeholders.

• Train field staff on Stock policies, compliance, and best practices.

Others:  

• Perform any other tasks as may be requested by the line manager.

Skills

• Strong knowledge of Finance, HR, Logistic & Procurement. 

• Excellent communication and interpersonal skills. 

• Ability to manage multiple tasks and meet deadlines. 

• Proficiency in MS Office.

• High level of integrity and ability to handle confidential information. 

• Reasonable knowledge on the child protection principles and standard

Interpersonal skills

• Ability to prioritize: The Support Services Officer will be handling the 3 component of the Finance, Human Resource & the Logistic/Procurement; therefore, the ability to prioritize effectively based on operational and project needs is essential.

• Solid planning skills: Proven experience in developing timely and effective plans and successfully following through on their implementation.

• Excellent communication skills: Ability to collaborate effectively with the relevant departments, and to ensure timely follow-up through meetings, trackers, and other coordination tools.

• Proactivity and initiation: Demonstrated ability and experience in improving processes, tools, and documentation to ensure high-quality, transparent, and fair practices in Afghanistan.

Education :

Bachelor’s degree in human resources management or Business Administration or Finance.

Experience :

Minimum of 5 years of professional experience in HR, Finance, and Procurement & Logistics within INGOs or international organizations.

Experience in all three functional areas (HR, Finance, Logistics/Procurement) is mandatory.

Proven experience managing full-cycle recruitment in a high‑volume and fast‑paced environment.

Languages:

Excellent verbal and written English, in addition to fluency in Pashto and Dari

IT knowledge :

Strong proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).

Tdh General Code of Conduct and Ethical Policies :

• Commits to promoting and complying with the Global Code of Conduct, systematically reporting any violations of the Code through Tdh's formal reporting mechanisms and dealing with any violations of procedures and processes appropriately.

• Raises awareness of the Foundation of the risks of policy non-compliance, violence and abuse, and related rights, towards children, community members and our own employees.

• Undertakes to comply with key ethical policies and guidelines, including the Safeguarding Policy, the Anti-Fraud and Corruption Policy, the Conflict-of-Interest Policy and other policies related to the prevention of terrorist financing and criminal activities, as well as workplace behavior.

• Commits to putting values and principles into practice through exemplary behavior, in full compliance with the Code of Conduct, and always respecting established procedures and processes.

• Commits to developing a compliant and enlightened management culture within the organization and in our work with children and the communities in which we operate.

Procedure:

Only complete applications (updated and accurate CV + covering letter) received through Tdh online application platform will be processed. It is essential that all information provided is complete, truthful and verifiable, as any discrepancies may affect your eligibility in the recruitment process.

Additional documents (diplomas, work certificates, etc.) will be requested at a later date. 

Please note that

• Only applications submitted through the online platform will be considered. Applications submitted by email, in person, or through other means will not be accepted.

• Only shortlisted candidates will be contacted for the next stages of the recruitment process.

• Tdh upholds the principles of equal opportunity, diversity, and inclusion, and maintains a zero-tolerance policy toward any harm, abuse, or exploitation of children or vulnerable adults by staff, representatives, or partners.

• Female candidates and persons with disabilities are strongly encouraged to apply. Tdh values the diversity, perspectives and contributions each individual brings to the team. 

References :

Please note that all job offers will be subject to satisfactory references and checks (criminal record and anti-terrorism funding check). Terre des hommes will ask the Human Resources of previous organisations to provide references on any findings of sexual exploitation, sexual abuse and/or sexual harassment as well as fraud and corruption, during employment, or incidents under investigation at the time the candidate left employment.

Only complete applications (updated and accurate CV + covering letter) received through Tdh online application platform will be processed. It is essential that all information provided is complete, truthful and verifiable, as any discrepancies may affect your eligibility in the recruitment process.

Additional documents (diplomas, work certificates, etc.) will be requested at a later date. 

Please note that

• Only applications submitted through the online platform will be considered. Applications submitted by email, in person, or through other means will not be accepted.

• Only shortlisted candidates will be contacted for the next stages of the recruitment process.

• Tdh upholds the principles of equal opportunity, diversity, and inclusion, and maintains a zero-tolerance policy toward any harm, abuse, or exploitation of children or vulnerable adults by staff, representatives, or partners.

• Female candidates and persons with disabilities are strongly encouraged to apply. Tdh values the diversity, perspectives and contributions each individual brings to the team. 

Interested and qualified candidates are invited to apply through the Tdh online application platform via the following link: