Scope of work:
The Admin/Finance Officer will be responsible for managing the financial and administrative operations of ASLO, ensuring compliance with financial policies, efficient office administration, and adherence to donor and regulatory requirements. The role involves financial reporting, budgeting, bookkeeping, procurement, and administrative support to ensure the smooth operation of ASLO’s activities.
Responsibilities:
Finance Responsibilities:
Financial Management & Reporting:
-
Maintain accurate financial records and ensure all transactions are properly recorded in QuickBooks.
-
Prepare monthly, quarterly, and annual financial reports for management and donors.
-
Ensure compliance with ASLO’s financial policies, donor requirements, and Afghanistan tax regulations.
-
Assist in internal and external audits by preparing and providing necessary documentation.
-
Monitor cash flow and ensure timely reconciliation of bank and cash accounts.
-
Process payroll, tax filings, and other statutory financial obligations in compliance with national laws.
-
Verify and approve financial transactions, ensuring accuracy and proper documentation.
Budgeting & Forecasting:
-
Assist in preparing the annual budget and quarterly financial forecasts.
-
Track expenses against approved budgets and provide variance analysis.
-
Ensure proper allocation of expenditures and adherence to financial guidelines.
-
Develop financial strategies to minimize financial risks and optimize resource utilization.
Compliance & Risk Management:
-
Ensure that all financial transactions are transparent, documented, and meet compliance standards.
-
Maintain financial documentation, ensuring proper filing and security of records.
-
Support the implementation of anti-corruption policies and financial best practices.
-
Ensure adherence to ASLO’s coding system for project expenses.
Administrative Responsibilities:
Office Administration & Documentation:
-
Oversee office management, ensuring facilities, equipment, and services are maintained and functional.
-
Manage procurement processes, ensuring timely acquisition of goods and services.
-
Handle incoming and outgoing correspondence, including official letters and documentation.
-
Maintain a systematic filing system for financial and administrative documents.
-
Organize and coordinate meetings, presentations, and official events.
Travel & Logistics:
-
Arrange travel, accommodation, and logistics for ASLO staff.
-
Process travel reimbursements and ensure proper documentation is maintained.
-
Coordinate with vendors for office supplies, utilities, and maintenance services.
Human Resources Support:
-
Assist in payroll processing, ensuring timely salary disbursement.
-
Maintain employee records, leave tracking, and administrative HR tasks.
-
Support recruitment processes, including organizing interviews and onboarding new staff.
Facility & Asset Management:
-
Ensure proper utilization and maintenance of office space and resources.
-
Monitor lease agreements and liaise with landlords for necessary modifications.
-
Implement workplace safety and security measures.
