The admin and finance assistant is responsible for providing comprehensive administrative and financial support to ensure the smooth operation of the AFV Nangarhar Field Office. Working in close coordination with the AFV Operations Coordinator and the Finance Manager, the incumbent will manage day-to-day administrative tasks, including document management, logistics coordination, office maintenance, inventory control, and staff support. The role will also support financial operations such as transaction processing, financial recordkeeping, and assisting the team in the preparation of financial reports and audits. This position plays a vital role in ensuring compliance with AFV policies and donor requirements, contributing to transparent, efficient, and accountable field operations.
Key Duties and Responsibilities
- Maintain organized filing systems (both electronic and hardcopy) for administrative and financial documents, ensuring easy access and proper archiving.
- Assist in the preparation, formatting, and editing of reports, letters, financial documents, and other official correspondence.
- Manage office supplies and inventory, initiate purchase requests, and ensure timely replenishment and record updates.
- Coordinate logistics for meetings, workshops, staff travel, and events, including transportation, accommodation, and documentation.
- Support recruitment processes by scheduling tests/interviews, managing candidate documents, and maintaining personnel files.
- Maintain and update staff attendance and leave records and assist in timesheet verification for payroll processing.
- Monitor and ensure the maintenance of office equipment and facilities and regularly update the office inventory list.
- Process financial transactions in compliance with AFV and donor requirements, including reviewing and verifying supporting documents.
- Prepare and maintain accurate records of vouchers, invoices, receipts, contracts, and other financial documentation.
- Assist in monthly financial reporting, budget tracking, reconciliations, petty cash management, and preparation of cash forecast.
- Prepare cash requests, manage cash disbursements, conduct regular cash counts, and maintain an up-to-date cashbook in accordance with AFV procedures.
- Liaise with suppliers and service providers to ensure accurate and timely financial documentation and payments.
- Support audit processes and perform any other administrative or financial duties assigned by the Operations Coordinator or Finance Manager.
