Finance and Administration Manager, Badakshan

  Mission East
  Afghanistan Unspecified 285
Date Posted:Apr 13, 2010
Reference:ME_BDK_FIN 001
Closing Date:Apr 19, 2010
Work Type:Unspecified
Number of Vacancies:1
Gender:Male
Functional Area:Account/Finance
Nationality:International
Salary Range:As per NTA salary scale policy
Years of Experience:10 Years
Contract Duration:Not specified
Extension Possibility:No
Contract Type:Permanent
Probation Period:1 month
Required Languages:

About Mission East:

 

Job Summary:

To provide finance and administrative support to the Mission East Afghanistan Team, under the direction of Chief of finance Administration in Afghanistan

Duties & Responsibilities:

FINANCE
• Safe guarding and control of entire office cash (Afghanis and US Dollars)
• Perform or supervise daily cash counts and fill ME’s prescribed cash count form.
• Ensure that all vouchers have relevant supporting documentation and all authorisation signatures as per authorisation limits of ME before payment.
• Make payments for materials/services procured on timely basis.
• Maintain an accurate and truthful record of sums received and disbursed in Cash Sheets and MS Money on a daily basis.
• Ensure that temporary and permanent staff advances are controlled, monitored and recovered according to recovery schedule.
• Ensure that payroll is prepared on time every month, representing truthful sums of salary, benefits, deductions from every employee during the month and maintain and update the Payroll Database for annual leaves and sick leaves.
• Ensure that bank accounts of Mission East are operated in a professional and transparent manner according to the Cash and Bank Controls Guide
• Ensuring that bank reconciliations are made every Thursday of the week and are signed and filed in an orderly manner.
• Monitor monthly trackers (Actual Vs Budget) and provide input to Programme sections on availability of budgets and charging of expenditure.
• Check MSM and cash sheets before finalising monthly accounts and sending them to CoFA for any wrongly allocated entries, spelling mistakes, in-complete information etc
• Ensure that final cashsheets and MSM backups are stored digitally in a proper CD/Disk/External Drive for subsequent retrieval.
• Ensure that hardcopy of vouchers, cash sheets and other general accounting files are properly referenced, maintained and stored for subsequent retrieval.
• Prepare Cash forecast on a weekly basis to send to FM/FAD and liase with Bank to ensure the money is received on time.
• Supervise Cash for Work payments and ensure they are made in a transparent, secure and smooth manner in the presence of programme staff.
• Conduct quarterly internal audit (sample transactions) of all payments and supporting documentation.
• Take part in Procurement committee of tenders for supplies as requested.
• Keep track of Prices of Items and suppliers in Excel including food basket.
• Train finance assistant or trainee in day to day operations for smooth work flow.
• Take over control and information dissemination responsibilities when line manager not present at station.

Administration
• Ensuring that local staff recruitment in Badakshan is done according to ME rules and all job descriptions and terms and conditions of the employment contract are in accordance with Mission East polices.
• Attend Recruitment interviews as requested.
• Ensuring that the Human Resource Database , personnel records/files and related documentation is updated in a timely manner.
• Prepare documentation for disciplinary action ( Warnings, dismissal, termination)
• Ensure that leave records are updated in a timely manner and due process (e.g approvals) is followed by employees applying for leave.
• Ensure that staff attendance register is properly maintained on a daily basis and follow up on staff not signing off and take necessary action as per rules.
• Update and maintain the Appraisal Monitoring Spreadsheet, including appraisal information and trainings conducted sheet.
• Maintain updated Expat Visa information chart and take steps to ensure Afghan visa’s are renewed before expiry.
• Maintain Rental agreements summary chart and update on timely basis.
• Keep abreast with local labour laws of Afghanistan and all income tax provisions with respect to withholding taxes on rents and salaries.
• Translate and interpret between English and Dari as requested
• Maintain a sufficient stock of office stationery including printer cartridges at all times.
• Ensure that mobile phone cards are kept safely and an updated record is maintained for all receipts and issues according to pre-specified limits.
• Attend co-ordination meetings as requested. Disseminate meeting minutes and other documents as required.
• Report to the Finance manager and Finance and Admin Director any information, which has, or may have, an impact on operations, be it obtained by investigation or chance occurrence.
• Act in accordance with the procedures laid down in the "Mission East Afghanistan Security Manual".
• Carry a Mission East ID card at all times when on Mission East business.
• Act in a professional and appropriate manner at all times.
• Perform other duties as requested by the Country Director in Afghanistan.

Job Requirement:

1. University degree in Accounting/Finance
2.Fluent English and Dari (written and spoken).
3.The ideal candidate will have a solid background - at least five years work - in accounting and finance with NGOs working in a relief/development setting along with experience in personnel and office management. S/he should have a proven record of staff capacity building and staff management (in supervision, delegation, training). S/he should demonstrate attention to detail, be completely trustworthy, and act in an appropriate professional manner at all times. S/he should be accustomed to work in an atmosphere in which security concerns are a daily part of life.
4. Good knowledge of accounting management systems and practices
5.Well developed bookkeeping skills and very clear concept of CR/DR
6.Sound computer skills (MS Office)
7.Past experience in managing an small accounting team
8.Knowledge of MS Money and Quick book is a plus

Job Location:

Afghanistan
This job is expired