About Modern Agriculture Animal Husbandry Organization (MAAO):

Modern Agriculture Animal Husbandry Organization (MAAO) is a national, non-political, non-racial, non-profitable and non-governmental organization, based on human values.

MAAO is a national organization with international standards registered with Islamic Republic of Afghanistan Ministry of Economy, headquartered is in Mazar-e-Sharif, Balkh province.

MAAO operation will be in all part of Afghanistan to boost sustainable economic opportunities through enhancing the agriculture & Livestock productivity, Education, rural development, capacity development and Civil Society, focusing on women role.

MAAO has the ability to provide trainings and conducts researches in agriculture components, in agriculture education for capacity building, value chain in all relevant sectors, vocational trainings, handicrafts, Health and Nutrition, other relevant fields

Positions Summary:

The Admin Finance Officer is responsible for providing efficient financial and administrative support to ensure the effective implementation of project activities. The position manages day-to-day financial transactions, accounting records, cash and bank management, payroll administration, financial documentation, and administrative operations in compliance with organizational policies, donor regulations, and applicable legal requirements.

The Admin Finance Officer supports the Project Manager in maintaining sound financial management, effective internal controls, accurate record keeping, and efficient office administration. The position also provides administrative support for procurement, logistics, human resources, and project operations to facilitate smooth project implementation.

Major Area of Responsibilities:

I.              Financial Management

·               Process all financial transactions, including payment requests, supplier invoices, purchase orders, staff advances, expense claims, payroll, and other project expenditures in accordance with organizational financial procedures.

·               Verify that all financial transactions are supported by complete, accurate, and properly approved documentation before processing.

·               Ensure all expenditures are charged to the correct project budget lines and comply with approved budgets and donor regulations.

·               Maintain effective internal financial controls and ensure compliance with organizational financial policies and procedures.

·               Support budget monitoring by tracking expenditures against approved budgets and promptly reporting any variances or potential overspending to the Project Manager and Finance Department.

·               Assist in preparing financial forecasts, expenditure analyses, and budget monitoring reports as required.

·               Ensure project expenditures are processed accurately and within established financial deadlines.

II.            Accounting and Bookkeeping

·               Record all financial transactions accurately and on a timely basis in the approved accounting system (QuickBooks or other designated accounting software).

·               Ensure accounting records are complete, accurate, and regularly updated.

·               Maintain project cashbooks, bank books, journals, and other accounting records.

·               Verify the accuracy of accounting entries and supporting documentation before posting.

·               Ensure all accounting records are maintained in accordance with organizational accounting policies and generally accepted accounting principles.

·               Assist the Finance Department in preparing monthly financial reports and account reconciliations.

III.          Cash and Bank Management

·               Maintain adequate cash balances to support daily project operations while ensuring compliance with cash management procedures.

·               Prepare cash withdrawal requests and coordinate banking transactions as required.

·               Record all cash and bank transactions on a daily basis.

·               Prepare monthly bank reconciliations and ensure bank balances agree with accounting records.

·               Maintain regular communication with local banks regarding account transactions, bank statements, transfers, and other banking matters.

·               Safeguard cash, cheque books, banking documents, and other financial instruments in accordance with organizational procedures.

·               Monitor outstanding advances and support their timely settlement.

IV.          Payroll and Tax Administration

·               Prepare, verify, and process monthly payroll for project staff in accordance with employment contracts, attendance records, and organizational policies.

·               Verify staff attendance sheets, leave records, and supporting documentation before payroll processing.

·               Calculate statutory tax deductions and other authorized deductions in accordance with applicable laws and organizational policies.

·               Prepare payroll summaries, tax reports, and related documentation.

·               Ensure payroll payments are processed accurately and within scheduled deadlines.

·               Maintain confidentiality of payroll information and personnel financial records.

V.            Administrative Management

·               Support the day-to-day administrative operations of the project office to ensure efficient service delivery.

·               Maintain office filing systems, administrative records, and correspondence in both electronic and hard-copy formats.

·               Coordinate office supplies, stationery, utilities, and administrative resources to ensure uninterrupted office operations.

·               Maintain inventory records of office equipment, furniture, and other project assets in coordination with the Logistics or Administration Department.

·               Assist in organizing meetings, workshops, training sessions, and official events, including venue arrangements, participant lists, logistics, and documentation.

·               Prepare official letters, memos, correspondence, and other administrative documents as required.

·               Support travel arrangements, accommodation bookings, transportation coordination, and travel documentation for project staff when required.

·               Ensure proper management, archiving, and confidentiality of administrative records and project documentation.

VI.          Procurement and Logistics Support

·               Provide administrative support to procurement processes in accordance with organizational procurement policies and procedures.

·               Assist in preparing procurement requests, purchase documentation, supplier files, and payment packages.

·               Coordinate with Procurement and Logistics staff to ensure timely delivery of goods and services.

·               Verify procurement documentation prior to payment processing.

·               Maintain organized procurement records and contract files for project activities.

·               Support asset registration, inventory verification, and periodic physical asset counts.

VII.        Filing and Documentation

·               Ensure all payment vouchers are properly coded, approved, and supported by complete documentation before filing.

·               Verify that all invoices and payment documents are stamped “PAID” prior to filing.

·               Maintain complete financial files, including payment vouchers, bank documents, payroll records, contracts, tax documentation, procurement files, and supporting documents.

·               Ensure financial and administrative documents are properly indexed, archived, and easily retrievable.

·               Maintain both electronic and hard-copy filing systems in accordance with organizational record management procedures.

·               Ensure confidentiality and secure storage of financial and administrative records.

VIII.      VIII. Audit, Compliance, and Internal Control

·               Ensure compliance with organizational financial policies, administrative procedures, donor regulations, and applicable national laws throughout project implementation.

·               Maintain effective internal controls to safeguard project funds, assets, and financial records.

·               Verify that all financial transactions are properly authorized, adequately supported, and processed in accordance with delegated authority levels.

·               Support internal audits, external audits, donor reviews, and spot checks by preparing and providing complete, accurate, and timely financial and administrative documentation.

·               Follow up on audit findings and recommendations in coordination with the Project Manager and Finance Department.

·               Ensure compliance with document retention and record management requirements in accordance with organizational and donor guidelines.

·               Promote financial accountability, transparency, and proper stewardship of project resources.

IX.          IX. Financial and Administrative Reporting

·               Prepare and submit timely daily, weekly, and monthly financial and administrative reports as required by the Project Manager and Finance Department.

·               Support the preparation of monthly financial statements, budget utilization reports, cash forecasts, and expenditure analyses.

·               Maintain accurate records of project expenditures, advances, payroll, taxes, procurement transactions, and administrative activities.

·               Monitor outstanding advances and ensure timely liquidation in accordance with organizational procedures.

·               Report financial discrepancies, operational challenges, or compliance concerns to the Project Manager without delay.

·               Support the preparation of donor financial documentation and reimbursement requests, where applicable.

X.            X. Safeguarding, Ethics, and Professional Conduct

·               Comply with all organizational policies, procedures, and codes of conduct, including Prevention of Sexual Exploitation and Abuse (PSEA), Child Protection, Safeguarding, Anti-Fraud and Anti-Corruption, Conflict of Interest, and Data Protection policies.

·               Maintain the highest standards of integrity, confidentiality, accountability, and professionalism in all financial and administrative matters.

·               Protect confidential financial, personnel, procurement, and beneficiary information from unauthorized access or disclosure.

·               Promote gender equality, disability inclusion, accountability to affected populations (AAP), and the "Do No Harm" principle throughout project implementation.

·               Immediately report suspected fraud, financial irregularities, safeguarding concerns, misconduct, or other violations through established organizational reporting mechanisms.

·               Maintain respectful and professional working relationships with colleagues, partners, suppliers, beneficiaries, and government authorities.

XI.          XI. Other Responsibilities

·               Support project start-up, implementation, monitoring, and close-out activities related to finance and administration.

·               Participate in staff meetings, coordination meetings, capacity-building sessions, and other organizational activities as required.

·               Provide administrative and financial support during donor visits, monitoring missions, evaluations, and field supervision visits.

·               Perform any other duties assigned by the Project Manager or Finance Manager that are relevant to the position and consistent with the level of responsibility.

XII.        PSEA Declaration & Vetting Procedure:

·               As an organization committed to upholding the highest standards of integrity and accountability, we are dedicated to preventing sexual exploitation and abuse (PSEA) in all our operations. We expect all employees to maintain a zero-tolerance policy towards any form of sexual exploitation, sexual abuse, or harassment.

·               By applying for this position, you agree to adhere to our PSEA principles and report any concerns or incidents related to misconduct promptly to the designated focal point within the organization. Failure to comply with these standards may result in disciplinary action, up to and including termination of employment.

·               As part of our commitment to safeguarding vulnerable individuals, we conduct a thorough vetting process for all candidates. This includes a specific inquiry into any past allegations, investigations, or disciplinary actions related to sexual misconduct.

·               We will ask all references to confirm if the candidate has ever been subject to any such issues, left employment pending an investigation, or refused to cooperate with an investigation related to sexual exploitation and abuse (SEA).

XIII.      Additional Job Responsibilities

The duties and responsibilities described above are not exhaustive. The post holder may be required to undertake additional tasks consistent with the nature of the position and commensurate with their qualifications and experience. Responsibilities may be adjusted to meet evolving project needs, organizational priorities, donor requirements, and operational circumstances while ensuring effective implementation of project activities.

XIV.      Soft Skills

·               Ability to cope well under pressure, work irregular hours and meet tight deadlines

·               Sound organizational skills and ability to prioritize and deliver assignments in a timely manner often under severe time pressures

·               Strong English Speaking and Writing skills

·               Report writing and communication skills

·               Deadline-Oriented

·               Experience in needs assessment, monitoring and evaluation.

·               Attention to details

Job Requirements:

Competence:

Passionate to work, teamwork oriented, problem-solving skills, excellent communication, interpretation, and analytical skills, field activity coordination, monitoring & evaluation, and providing feedback, willingness to work in tough field conditions, meet tight deadlines, work under pressure, willingness to travel based on need and requirement, a self-oriented and good planner with professional communication and representation skills.

Core Competencies:

·         Highly motivated, effective communication skills, both verbally and written, in groups or as individuals.

·         Experience utilizing computers, including word processing, spreadsheet, and other software packages.

·         Familiarity with Cluster work at national or sub-national level

·         Financial Management and Internal Control

·         Planning and Organizing

·         Be respectful, possess cultural and political awareness and sensitivity

·         Demonstrate flexibility, consistency, and sound work ethics.

·         Integrity, loyalty, and discretion on high standard.

Qualifications and Experience

Education

·                  Bachelor of Business Administration, Finance, Accounting, or any other related field, and certification with additional years of experience.

·                  Full and advanced knowledge of MS Office Package.

·                  knowledge of accounting software (Such as QuickBooks or any other accounting software).

Work Experience

·                  Minimum of 3 years of progressively responsible experience in finance, accounting, and administration.

·                  Previous experience working with NGOs, UN agencies, or donor-funded projects is highly desirable.

·                  Demonstrated experience in bookkeeping, payroll administration, cash and bank management, financial reporting, and office administration.

·                  Experience using QuickBooks or other computerized accounting systems is required.

·                  Experience supporting procurement and logistics processes is an asset.

Knowledge and Skills

·                  Sound knowledge of accounting principles, financial management, and internal control systems.

·                  Good understanding of donor financial compliance requirements and organizational financial procedures.

·                  Proficiency in QuickBooks or other accounting software.

·                  Excellent computer skills, particularly in Microsoft Excel, Word, Outlook, and PowerPoint.

·                  Strong numerical, analytical, and problem-solving skills.

·                  Excellent organizational and time-management skills with the ability to manage multiple tasks and meet tight deadlines.

·                  Strong attention to detail and commitment to accuracy.

·                  Excellent communication and interpersonal skills with the ability to work effectively as part of a multidisciplinary team.

·                  Ability to maintain confidentiality and handle sensitive financial information with discretion.

·                  Ability to work independently with minimal supervision while maintaining a high level of accountability.

·                  Willingness to travel to project locations when required.

·                  Fluency in Dari and/or Pashto is required. Working knowledge of English, including written and verbal communication and report-writing skills, is preferred.

Working Conditions

·                  The position is based in the project office with regular travel to field locations as required.

·                  The post holder may be required to work outside normal working hours during periods of high workload, audits, donor visits, or project deadlines.

·                  The position requires strict adherence to organizational policies, financial regulations, and security procedures.

Language Skills

·                Fluency in Dari/ Pashto and English language skills (writing, speaking, reading and understanding)

Submission Guidelines:

Interested and qualified candidates can submit their CVs along with a cover letter to the HR Department of MAAO through the link address: MAAO Job List

Please note, while sending your C.V & Cover letter, please mention the vacancy number and position in the subject line, application received after the closing date and without subject line will not be taken in consideration. Local applicants from the same province are encouraged to apply and will be given priority.

Due to huge number of applications, only those applicants who meet the minimum qualification and requirements for the mentioned position will be contacted for the written test and interview.