ACBAR

ActionAid is a non-governmental & non-profit international organization working towards achieving a world without poverty and injustice in more than 40 countries in Africa, Asia, Europe, and the Americas.

ActionAid started its activities in Afghanistan in 2002 and was registered in Ministry of Economy of Afghanistan as non-governmental international organization “INGO”.

ActionAid-Afghanistan committed itself a long-term work with poor and excluded sections of the society through the Human Rights Based Development Approach, WASH, and livelihood programs in multiple provinces of Afghanistan.

The Admin/Fin assistant will be responsible for maintaining daily financial activity and accounting by verifying receipts/payments and other data as per AAIFMF and local policy and procedures. The job holder will also record, analyze and report financial information and keep records of expenditure and important financial data in an easily accessible way. In addition to this, he/she will be managing partly the field HR duties & responsibilities under the technical support & supervision of HR HoD in Kabul.

Job Responsibilities 01: Chart of Accounts and  Verification:

Tasks

• Assist with Regional Manager in daily activities.
• Actively participate in chart of accounts revision, propose areas for improvement to the finance.
• Coding MRFs based on approved budget and checking the MRF properly filled.
• Ensure timely follow-up on the verification of MRFs with the Kabul Finance team, and make sure all MRFs are verified promptly.
• Advance request for daily activities and Advance clearance when all financial documents are completed.
• Keeping and recording all financial data.
• Filling system data hardly & softly.
• Payment process based on Policy & procedure (Financial Manuals)
• Collecting data from regional sub offices
• Check and verify the timeliness validity, correctness of coded vouchers and other attributes of financial transaction as per the ActionAid Afghanistan’s policy and procedures.
• Ensure completeness of all receipts, payment voucher and other documents at the head office before payments are processed.
• Make sure that transactions are timely prepared, analyzed in account codes and T codes for posting within the day of payment on a regular basis.
• Responsible for admin and logistics support to CO.
• Check the vehicle logbooks are filled properly.
• Check all distribution documents are correct and supporting documents are attached before sending to CO.
• Active involvement in the purchase process of goods and services, ensuring transparency, efficiency, and compliance with organizational policies throughout all stages—from identifying needs and selecting suppliers to final delivery.

Job Responsibilities 02: Accounting data entry verification:

Tasks

• Properly code, describe as per the approved chart of accounts/approved budget the regular receipts/payments and journal vouchers for Head Office.
• Review, correct the transactions/data on a regular basis.
• Check/browse entries/data in the ledger accounts to ensure correctness and completeness of transactions and pass correcting entries after proper approval.
• Reconcile all advanced balance items monthly.
• Produce and distribute debtors’ account monthly and follow on the timely settlements, and report on the same to the Finance CO.
• Maintain good contact and relationship with the grant finance team to ensure that deadlines set out and agreed on are met, i.e. monthly field reports, reconciled bank statements, staff payroll etc. are collected and processed within 10 days every month.
• Produce a monthly transfer statement for monthly staff insurance payment and ensure that these payments are transferred to the account reserve for the same by 5th day of the next month.
• Follow up with the logisticians to receive the monthly fuel consumption report and detailed analysis for proper recharging there on.
• Maintaining and updating all stock and inventory records and using them as supporting documents for relevant transactions.

Job Responsibilities 3: Management Accounts and reporting:

Tasks

• Make sure that updated ledger accounts and updated reporting formats are sent to respective CO finance team on time.

Identify, propose and actively participate in developing and providing capacity building training of finance to program staff.

Job Responsibilities 4: Data Management and documentation:

Tasks

• Maintain finance documents and files in an orderly manner.
• Develop a system to trace documents taken by staff/non staff. And ensure that all documents taken from the folder are placed back to their original location.

Perform any other related work when requested by the Line CO finance team.

Job Responsibilities 5: Cash management.

Tasks

• Withdrawal of cash from the bank to ensure enough cash is available for daily expenditure.
• Make payment with the approval of authorized staff and maintain daily cash book records.
• Do cash count and ensure that the cash book is updated on a daily basis and provide cash balance reports to the Kabul Finance team upon request.
• Stay in contact with the bank about any banking issues like electronic transfers, withdrawing cheques, introducing new staff to the bank for payroll account opening and other.

Job Responsibilities 6:  Human Resources ( 25 % of time):

Task

• Being contact point of HR in the field
• Arrange the interview/test in the filed with the coordination & consultation of Kabul-HR)
• Collecting & scanning test & interview and share to Kabul office.
• Collecting employee documents in accordance with HR check list and share with Kabul HR office, - (Tazkera, Photo, information sheet, signed pagers, TIN, education documents, work certificates etc.)
• Conduct induction briefing for new joiner and schedule the induction for another department (finance, log, program, security) for new joiner.
• leave follows up and tracking. Collecting leave forms, ensure they are signed and share to Kabul HR office.
• performance appraisals follow up and tracking.  Regular reminder & follow up with the managers to conduct their staff evaluations and share the signed evaluation forms to Kabul HR office & one copy to employee.
• Collect attendance sheet and share to Kabul HR office to support the payroll.
• Collect the employment contract from Kabul HR office and ensure to sign by the new employee and share back to Kabul HR office.
• Supporting in off-boarding and employee exit process “exit interview, exit clearance form and end of employment evaluation.
• Ensure the HR rules are respected and followed.
• Alert for any grievance or staff absence, misconduct, or any other act in contrarily with the HR rule and regulation.
• Coordinate with HR HoD and Process and obtain TIN and work permit for national staff.

Report and being alert for any issue related to staff grievance, safeguarding, PSEA/SHEA & child safeguarding.

Experience:

A minimum of 3 years work experience in mainstream finance in a busy and reputable institution preferably in the NGO sector.

Technical Skills :

• Computer literate and ability to use accounting systems, word processing, spreadsheet, and, e-mail and Internet.
• Auditing awareness
• Asset inventory management
• Procurement knowledge

Financial recording, sorting and analyzing

If you have the expertise to take on this exciting opportunity, please apply online by sending your CV and motivation cover letter to jobs.kabul@actionaid.org up to May  13, 2025. Please clearly indicate Admin/Finance Assistant-Paktia -1139 in the subject of your email, otherwise, your application will not be considered.

ActionAid Afghanistan welcomes applications from all sections of the community and promotes diversity.  Although all applications will be considered on their individual merit, suitably qualified women candidates are especially encouraged to apply.  

Due to high volumes of applications received, we can only correspond with short-listed applicants. Should you not have received feedback on your application within two weeks of the closing date, please consider your application unsuccessful. ActionAid Afghanistan will not consider unsolicited candidates from recruitment agencies. We reserve the right to withdraw any of our vacancies at any time. 

ActionAid is an equal opportunity employer.

jobs.kabul@actionaid.org