Job Purpose
The Admin & Finance Officer will be responsible for managing daily financial transactions, maintaining accurate accounting records, supporting budget preparation and financial reporting, administering staff records, handling tax-related documentation, and ensuring that the company's administrative and financial procedures are implemented effectively.
The successful candidate will support the smooth operation of the company's transportation, logistics, and construction activities while maintaining confidentiality, accountability, and compliance with applicable Afghan laws and company policies.
Key Responsibilities
A. Financial Management and Accounting
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Maintain accurate and up-to-date financial records, ledgers, and accounting documents.
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Record daily income, expenditures, receipts, payments, and cash transactions.
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Prepare payment vouchers, receipt vouchers, journal entries, and supporting documentation.
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Manage petty cash and maintain proper cashbooks and cash reconciliation records.
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Monitor company bank transactions and prepare bank reconciliations.
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Prepare monthly financial reports, income and expenditure statements, and cash-flow summaries.
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Assist management in preparing annual budgets, operational budgets, and financial forecasts.
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Monitor outstanding receivables, payables, customer payments, and supplier balances.
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Maintain proper financial documentation for transportation, logistics, and construction projects.
B. Payroll and Taxation
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Prepare monthly payroll and salary sheets for employees, drivers, and other personnel.
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Maintain signed salary payment records and supporting documents.
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Calculate and record applicable taxes and other statutory deductions in accordance with Afghan law.
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Prepare tax-related documents and assist with timely tax filing and payment.
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Maintain organized records of tax payments, receipts, and official correspondence.
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Support internal and external audits by providing accurate financial records.
C. Transportation and Fleet Finance
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Maintain financial records for vehicle rentals, transportation contracts, and fleet-related expenditures.
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Track vehicle rental income, fuel expenses, maintenance costs, spare parts, insurance, and vehicle registration or renewal expenses.
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Verify driver invoices, vehicle logbooks, trip sheets, and monthly payment requests before processing payments.
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Monitor client invoices and follow up on outstanding payments.
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Maintain project-wise and vehicle-wise income and expenditure records.
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Support the preparation of quotations, cost estimates, and financial proposals for transportation tenders.
D. Construction and Logistics Finance
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Maintain financial records for construction and logistics projects.
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Track project budgets, expenditures, procurement costs, and supplier payments.
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Verify invoices, purchase requests, delivery notes, and supporting documents before payment.
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Assist in preparing project-wise budgets, cost summaries, and financial reports.
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Monitor project expenses against approved budgets and report significant variances to management.
E. Administration and Human Resources
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Maintain employee files, attendance records, contracts, leave records, and other HR documentation.
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Assist with recruitment procedures, vacancy announcements, interview arrangements, and onboarding.
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Prepare administrative letters, official correspondence, meeting minutes, and internal memos.
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Maintain an organized filing system for company licenses, contracts, insurance documents, and other official records.
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Monitor office supplies, equipment, and administrative expenditures.
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Support management in implementing company policies and procedures.
F. Procurement and Compliance
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Assist in obtaining quotations and maintaining procurement documentation.
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Verify the completeness and accuracy of invoices, purchase orders, contracts, and delivery documents.
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Maintain transparent records of supplier selection and payments.
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Ensure proper authorization and supporting documentation for all financial transactions.
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Identify and report financial discrepancies, irregularities, or potential risks to management.
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Maintain confidentiality and protect the company's financial and business information.
