Position Title: Provincial Admin & Finance Officer
Project Title: Health, WASH and Protection (HWP) Project
Duty Station: Herat Province
Duration: 12 months (extendable up to 36 months, subject to performance and availability of funding)
Probation Period: 3 months
Reporting to: Provincial Coordinator (Herat) and Admin/Finance Manager (Kabul HQ)
1. Background
Afghanistan Educational and Health Development Aids Organization (AEHDA) is a national, non-governmental, and non-political organization that works to improve access to quality health, WASH, protection, and development services for vulnerable communities across Afghanistan. Under the HWP Project in Herat, AEHDA seeks to enhance community resilience through integrated humanitarian interventions. Effective administration and financial oversight at the provincial level are essential to the success of this initiative.
2. Purpose of the Position
The Provincial Admin & Finance Officer will be responsible for overseeing administrative, logistical, and financial operations at the Herat provincial office. This role supports project implementation by ensuring proper financial reporting, documentation, staff support services, procurement follow-up, and logistical coordination, in compliance with AEHDA’s policies and donor requirements.
3. Key Responsibilities
Administrative Management
- Manage day-to-day administrative operations of the Herat office.
- Maintain proper filing systems (electronic and physical) for admin and finance documents.
- Ensure office utilities, supplies, maintenance, and services are functional and compliant.
- Support logistics arrangements for trainings, workshops, and staff movements.
- Coordinate with Kabul HQ for HR, procurement, and asset-related needs.
- Ensure staff have necessary administrative support such as workspace, IDs, and supplies.
- Handle incoming/outgoing correspondence and maintain communication with local stakeholders.
Financial Management
- Maintain accurate records of all financial transactions in accordance with AEHDA financial procedures.
- Manage petty cash, request cash advances, and ensure timely settlements.
- Track project expenses against budget and report any discrepancies to supervisors.
- Prepare monthly financial reports, cash forecasts, and expense summaries for review.
- Ensure all supporting documents are properly organized, stamped, and filed.
- Assist with internal and external audits by preparing required documentation.
Logistics and Asset Control
- Maintain updated inventory records of assets and office equipment in Herat.
- Support the procurement of goods and services in coordination with HQ.
- Ensure appropriate use, tracking, and tagging of assets and materials.
- Coordinate vehicle usage, fuel tracking, and driver scheduling.
Coordination and Reporting
- Liaise regularly with Kabul Admin/Finance departments to ensure synchronization.
- Participate in provincial coordination meetings as needed.
- Support reporting requirements by providing financial and admin data to the Provincial Coordinator.
- Provide documentation support for donor visits, monitoring teams, and external evaluations.
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6. Reporting Line
The Provincial Admin & Finance Officer reports directly to the Provincial Coordinator (Herat) for day-to-day activities and Admin/Finance Manager (Kabul) for technical guidance and oversight.
7. PSEA and Compliance
All AEHDA staff are expected to adhere to the organization’s Protection from Sexual Exploitation and Abuse (PSEA) policy, Child Safeguarding, and Code of Conduct. The officer must uphold professional integrity, ensure confidentiality, and report any violations per AEHDA protocols.
8. Working Conditions
- Based at the AEHDA provincial office in Herat.
- May require occasional travel to field locations for monitoring or support.
- Full-time position, 5 working days per week (Saturday to Wednesday).
9. Interdiction Clause
Any misuse of resources, breach of confidentiality, fraud, or non-compliance with AEHDA policies and procedures will result in disciplinary action, which may include termination of employment and legal action.
