Admin Finance Jobs Annoucement

Job Title: Admin Finance

Job Location: Bamian

Nationality: National

Category: Management

Employment Type: Full Time

Salary: As per organization salary scale

Vacancy Number: AOSD-001

No. Of Jobs: 1

City: Bamyan province

Organization: Asia Organization for Sustainable Development (AOSD)

Years of Experience: 3-5 years in Program management and Finance management

Contract Duration: Project base

Gender: Male/Female

Education: Management and Finance from a recognized university

Opening date: February 25, 2025

Close date: March 4, 2025

Job Summary:

The Admin/Finance Officer at the Asia Organization for Sustainable Development (AOSD) will play a key role in ensuring effective financial management and administrative operations within the organization. This position combines responsibilities in financial management, accounting, procurement, office administration, and human resource management. The Admin/Finance Officer will work closely with the finance team, project managers, and other stakeholders to ensure that all financial and administrative functions are aligned with AOSD’s policies and donor requirements.

 Key Responsibilities:

1. Financial Management and Accounting:

1. Bookkeeping and Record-Keeping:
2. Maintain accurate financial records, including general ledger entries, accounts payable and receivable, payroll, and bank reconciliations.
3. Ensure that all financial transactions are accurately recorded in the accounting system and are compliant with AOSD policies and procedures.
4. Budget Management:
5. Assist in the preparation and monitoring of project and organizational budgets.
6. Track expenditures against the budget and provide regular financial reports to management and donors.
7. Support project managers in budget forecasting and reallocation when necessary.
8. Financial Reporting:
9. Prepare monthly, quarterly, and annual financial reports, including income statements, balance sheets, and cash flow statements, for internal and external stakeholders.
10. Ensure timely submission of financial reports to donors, government agencies, and other stakeholders as required.
11. Audit and Compliance:
12. Assist in preparing for external audits by ensuring all financial records are complete and up to date.
13. Ensure compliance with AOSD’s financial policies, donor requirements, and local laws and regulations.

2. Cash and Bank Management:

1. Cash Flow Management:
2. Monitor and manage the organization’s cash flow to ensure sufficient funds are available for operational needs.
3. Prepare and process bank deposits, withdrawals, transfers, and reconciliations.
4. Petty Cash Management:
5. Manage petty cash disbursements, ensure accurate record-keeping, and conduct regular reconciliations.
6. Payment Processing:
7. Prepare and process payments, including vendor invoices, payroll, and reimbursements, ensuring proper authorization and documentation.

3. Procurement and Asset Management:

1. Procurement Process:
2. Oversee the procurement process, including sourcing vendors, obtaining quotations, and ensuring compliance with procurement policies.
3. Prepare purchase orders, contracts, and agreements, and maintain records of all procurement transactions.
4. Asset Management:
5. Maintain an updated inventory of all assets, including office equipment, furniture, and project-specific items.
6. Ensure that assets are properly tagged, safeguarded, and insured, and that maintenance and repairs are conducted as needed.

4. Human Resource Management:

1. Recruitment and Onboarding:
2. Assist in the recruitment process, including posting job vacancies, screening applications, and organizing interviews.
3. Support the onboarding process for new staff, including orientation and training on administrative and financial procedures.
4. Payroll and Benefits Administration:
5. Prepare and process payroll, ensuring accuracy in salary calculations, tax deductions, and benefit contributions.
6. Manage employee benefits, including health insurance, leave entitlements, and retirement contributions.
7. HR Records Management:
8. Maintain up-to-date HR records, including employee contracts, timesheets, and performance evaluations.
9. Ensure compliance with labor laws and AOSD’s HR policies.

5. Office Administration:

1. Administrative Support:
2. Provide general administrative support to the office, including managing correspondence, scheduling meetings, and organizing office supplies.
3. Ensure that office facilities are well-maintained and that services such as utilities, internet, and cleaning are functioning properly.
4. Document Management:
5. Manage the filing system for administrative and financial documents, ensuring that all records are properly stored, accessible, and securely maintained.
6. Prepare and distribute internal memos, reports, and correspondence as needed.
7. Logistics Coordination:
8. Arrange travel and accommodation for staff and visitors, including booking flights, hotels, and transportation.
9. Coordinate logistics for meetings, workshops, and events, including venue setup, catering, and materials preparation.

6. Coordination and Communication:

1. Internal Coordination:
   1. Work closely with project teams, finance, and administration staff to ensure that all financial and administrative functions are integrated and support organizational goals.
   1. Participate in team meetings and contribute to the development of operational plans and strategies.
2. External Communication:
   1. Liaise with external stakeholders, including vendors, donors, auditors, and government agencies, to ensure smooth operations and compliance with regulatory requirements.
   1. Respond to inquiries related to finance, procurement, and administration from staff, partners, and donors.

 Qualifications:

1. Education:
   1. Bachelor’s degree in Finance, Accounting, Business Administration, or a related field. A master’s degree or professional certification (e.g., CPA, ACCA) is an asset.

• Experience:
  • Minimum of 3-5 years of experience in financial management and administration, preferably in the non-profit or development sector.
  • Experience with donor-funded projects and familiarity with donor regulations is highly desirable.
  • Proficiency in using accounting software and Microsoft Office applications, particularly Excel.

• Skills:
  • Strong financial analysis and reporting skills, with a solid understanding of accounting principles and practices.
  • Excellent organizational and multitasking abilities, with attention to detail and accuracy.
  • Effective communication and interpersonal skills, with the ability to work collaboratively with diverse teams.
  • Ability to manage time effectively, prioritize tasks, and meet deadlines.

• Language:
  • Proficiency in local language and English, both written and spoken.

 Working Conditions:

• The Admin/Finance Officer will work in an office environment, with occasional travel to project sites if necessary.
• This position may require occasional work outside of regular business hours during peak periods or for urgent tasks.

This job description provides an outline of the general responsibilities and qualifications required for the Admin/Finance Officer role. It is not exhaustive and may be revised as necessary to meet the evolving needs of the Asia Organization for Sustainable Development (AOSD).

Submission Guideline:

Qualified applicants who are exactly suitable with the above criteria are requested to send their applications + CVs through this Emal: [email protected] or by physically at AOSD office in Gymnasium Square, Parsa Market 5^th Floor, AOSD HR Unit