|Date Posted:||May 26, 2010|
|Closing Date:||Jun 8, 2010|
|Number of Vacancies:||1|
|Salary Range:||Salary is negotiableUSD|
|Years of Experience:||10 Years|
|Contract Duration:||Not specified|
|Possibility of Contract Extension:||false|
|Contract Type:||Short Term|
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:
â€¢ Prepare notes verbal and travel permits in cooperation with other officials.
â€¢ 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.
â€¢ Make hotel and transport bookings for MACCA personnel.
â€¢ Prepare local travel authorizations for the staff and forward to MACCA for approval.
â€¢ Prepare road/air missions and getting clearance from UNDSS office.
â€¢ Draft routine correspondence; maintain administrative instructions and other related documents.
â€¢ Maintain the regional office filing system including registration of all incoming/outgoing correspondence in database.
â€¢ Prepare briefings and presentations to MACCA visitors and staff members whenever required in different sectors.
â€¢ Prepare and dispatch of office documents (pouch) to MACCA and other locations.
â€¢ Provides advice and guidance to staff with respect to administrative procedures, process and practices, liaising with central administrative services as necessary.
â€¢ Responsible for office equipment and office premises in case of damages and loss.
â€¢ Maintain log records of vehicles and generators.
â€¢ Maintain the Regional Office inventory; receives and issues equipment receipts from headquarters.
â€¢ Supervise the Logistics Clerk.
â€¢ In close collaboration with the Area Manager, prepare Leave Plans for all the staff and send a copy to HR, Kabul on quarterly basis.
â€¢ Ensure that leave requests as well as travel requests agree with the above.
â€¢ 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.
â€¢ Maintain and update personal files of all AMAC staff.
â€¢ Coordinate national ICAs on Vanbreda issues.
â€¢ Prepare and forward to HR, Kabul Personal Appraisal (PAR) forms of all AMAC staff.
â€¢ Coordinate with HR, Kabul and assist the Area Manager with recruitment of supporting staff.
â€¢ Prepare and submit quarterly Procurement Plan budget estimates.
â€¢ Prepare and submit monthly cash forecast in AFG and USD currencies for replenishment of funds in respect of Operations and QMIT funds.
â€¢ Maintain separate project budget and expenditure in respect of Operations and QMIT teams.
â€¢ Process all financial transactions including vendor payment vouchers and receipt vouchers in line with accurate budget lines.
â€¢ Ensure that all financial transactions are conducted in strict conformity with UNOPS rules and regulations.
â€¢ Implement required actions suggested in MACCA observation report on financial reconciliation and ensure minimization of errors.
â€¢ Prepare monthly accounting and reconciliation reports and timely submission of vouchers with complete supporting documents to MACCA HQ.
â€¢ As a Petty Cash Holder, manage petty cash payments and accounts.
â€¢ Conduct unannounced cash count of petty cash account on weekly basis and submit report to MACCA HQ for verification.
â€¢ Prepare monthly performance metrics of budget and expenditure.
â€¢ Bachelorâ€™s degree or equivalent with 5 years experience; Or Secondary Diploma with 8 years of relevant experience.
â€¢ Experience with the United Nations is an asset.
â€¢ Able to work under pressure, with minimum supervision, and irregular hours.
â€¢ Knowledge of computers programmes (Microsoft Office)
â€¢ Capable of working in a multi-national/cultural environment
â€¢ Fluent in spoken and written English; Dari and Pashto.