Summary of Key Functions
• Financial Management: To Support Admin Finance officer ensure that Financial issues of the GAC Project managed properly, on time and with the efficient manner
• Support Admin Finance Officer in HR activities in the provincial level.
• Support Admin Finance Officer that the sub-office is properly supported in administrative services
Financial Management:
• Check and review the GAC financial documents and sees that all financial transactions are sufficiently supported. Ensure that all CARE Afghanistan’s policies and procedures are adhere to
• Prepare disbursement, receipt and journal entry vouchers on the basis of approved financial documents and ensure accuracy of cost allocation to projects.
• Check Cash ledger properly.
• Conduct regular cash counts with the sub office cashier and ensure its accuracy and document the cash count process.
• Preparation of financial reports both on monthly and weekly basis to CARE Main office in Kabul.
• Reconciliation of program advances with CARE main office and take corrective measures in case of any difference.
• Apply rules and regulation of Government of Afghanistan taxation law.
• Prepare sub office cost pool on monthly basis.
• All the supporting documents of the payments to be translated accordingly.
4.2 Ensure the procurement for the sub-office:
The incumbent of the position is responsible to implement plan on GAC Project for timely provision of needed goods/services and having enough information regarding vendors, market and marketing systems, implement CARE’s procurement policies and procedures in all transactions:
• Ensure that CO procurement policy is considered in all procurements on provincial level
• Collect enough/needed information regarding availability of goods and venders in the market
• Implement approved vendor list at all the time
• Get/collect information from open market and those who work in the same area regarding vendors.
• Ensure that the supplier is reliable in offering goods/services in specific time, cost effectiveness and quality
• Prepare comparative statement.
• Recommend the vender based on the given quotations and their reliability.
• Getting approval of quoted price from authorized persons.
• Clarify the terms and conditions of the contract to the suppliers.
• Collecting/attaching of sample before signing contract.
4.3 Ensure HR activities in province in collaboration :
Project Support Assistant will support HR Focal Point in the provincial level. S/he will be responsible for handling hiring in the province, preparing the attendance reports and manage staff transition reports
• Fully understand HR Manual
• Coordinate with HR unit the staff transitions
• Prepare attendance report
• Handle provincial level hiring’s
• Prepare the hiring documents properly in the standard formats and submit to HR unit for further process
• Give a brief organization orientation for staff hired on provincial level
4.4 Provide administrative support to the office:
• Ensure the office working environment clean and undusted all the time.
• Exchanges communication and correspondence between the sub office and head office through various suitable and effective mediums;
• Coordinates with district level admin and logistic activities of the projects
• Arrange and circulate pouch to sub/ and main offices, and keep its record updated.
• Keep computers records updates which is available in the field with clear functional and nonfunctional information.
• Assist the security focal point in on time reporting.
• Keep stationery distribution record updated and in case of requirement conduct purchasing of required stationery.
Responsibilities on Safety and Security, Gender and Inclusion and Safeguarding and Child Protection:
[base location] at CARE are expected to adhere to Safety & Security responsibilities, emphasizing team and individual accountability to maintain a safe environment. This includes readiness, compliance, and active engagement to mitigate risks through awareness, reporting, and policy enforcement.
Gender equality and inclusion are fundamental at CARE, promoting equal rights and challenging discriminatory norms to achieve social justice. We foster an inclusive workplace respecting diverse gender identities, abilities, backgrounds, and experiences through dialogue, training, and diversity initiatives. All CARE staff must uphold ethical standards, following codes of conduct to prevent abuse, including sexual harassment, exploitation, and neglect. Regular monitoring ensures accountability to uphold these principles and support our mission of social justice and poverty alleviation.
