Admin/ Finance Associate

  Afghanistan Unspecified 440
Date Posted:May 26, 2010
Reference:MACCA 2010/05/04
Closing Date:Jun 8, 2010
Work Type:Unspecified
Number of Vacancies:1
Functional Area:Management
Salary Range:Salary is negotiable
Years of Experience:10 Years
Contract Duration:Not specified
Possibility of Contract Extension: false
Contract Type:Short Term
Probation Period:Unspecified
Required Languages:

About Sarey:


Job Summary:

The Admin/Finance Associate, under the direct supervision of the Area Manager, with technical supervision of the Chief of Admin, Finance and Logistics is responsible to carry out the day-to-day activities of administrative, finance, logistics and Human Resources at the AMAC offices:

Duties & Responsibilities:

• Prepare notes verbal and travel permits in cooperation with other officials.
• Assist the Area Manager in performing duties with project personnel, local authorities and other UN agencies in the region regarding personnel, equipment, administrative and logistic matters and others as applicable.
• Make hotel and transport bookings for MACCA personnel.
• Prepare local travel authorizations for the staff and forward to MACCA for approval.
• Prepare road/air missions and getting clearance from UNDSS office.
• Draft routine correspondence; maintain administrative instructions and other related documents.
• Maintain the regional office filing system including registration of all incoming/outgoing correspondence in database.
• Prepare briefings and presentations to MACCA visitors and staff members whenever required in different sectors.
• Prepare and dispatch of office documents (pouch) to MACCA and other locations.
• Provides advice and guidance to staff with respect to administrative procedures, process and practices, liaising with central administrative services as necessary.
• Responsible for office equipment and office premises in case of damages and loss.
• Maintain log records of vehicles and generators.
• Maintain the Regional Office inventory; receives and issues equipment receipts from headquarters.
• Supervise the Logistics Clerk.
Human Resources:

• In close collaboration with the Area Manager, prepare Leave Plans for all the staff and send a copy to HR, Kabul on quarterly basis.
• Ensure that leave requests as well as travel requests agree with the above.
• Prepare and maintain daily attendance sheets in respect of all Service Contract, Fixed-Term and International staff assigned to the region and send it to HR, Kabul, along with all attachments.
• Maintain and update personal files of all AMAC staff.
• Coordinate national ICAs on Vanbreda issues.
• Prepare and forward to HR, Kabul Personal Appraisal (PAR) forms of all AMAC staff.
• Coordinate with HR, Kabul and assist the Area Manager with recruitment of supporting staff.

• Prepare and submit quarterly Procurement Plan budget estimates.
• Prepare and submit monthly cash forecast in AFG and USD currencies for replenishment of funds in respect of Operations and QMIT funds.
• Maintain separate project budget and expenditure in respect of Operations and QMIT teams.
• Process all financial transactions including vendor payment vouchers and receipt vouchers in line with accurate budget lines.
• Ensure that all financial transactions are conducted in strict conformity with UNOPS rules and regulations.
• Implement required actions suggested in MACCA observation report on financial reconciliation and ensure minimization of errors.
• Prepare monthly accounting and reconciliation reports and timely submission of vouchers with complete supporting documents to MACCA HQ.
• As a Petty Cash Holder, manage petty cash payments and accounts.
• Conduct unannounced cash count of petty cash account on weekly basis and submit report to MACCA HQ for verification.
• Prepare monthly performance metrics of budget and expenditure.

Job Requirement:

• Bachelor’s degree or equivalent with 5 years experience; Or Secondary Diploma with 8 years of relevant experience.
• Experience with the United Nations is an asset.
• Able to work under pressure, with minimum supervision, and irregular hours.
• Knowledge of computers programmes (Microsoft Office)
• Capable of working in a multi-national/cultural environment
• Fluent in spoken and written English; Dari and Pashto.

Job Location:

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