Finance and Admin Assistant – Bamyan, Afghanistan (National) At Geneva Call

Mission

Geneva Call is a neutral and impartial non-governmental organisation dedicated to promoting respect for international humanitarian norms in armed conflict and other situations of violence. Geneva Call’s mission is to ensure that armed groups and de facto authorities (AGDA) respect International Humanitarian Law and basic humanitarian principles in the areas where they fight or they control.

Geneva Call consists of many diverse nationalities, cultures, languages and opinions. Geneva Call is an inclusive working environment for all its staff. Applications are particularly encouraged from all qualified candidates without distinction on the grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation, and gender identity.

Role

Under the supervision of Support Coordinator, Finance and Admin assistant will contribute to Finance, administration, logistics / Fleet, and procurement aspect of the organization.

Core responsibilities

Under the supervision of the Support Coordinator, Finance and Admin Assistant is responsible for ensuring:

I. Finance

Ensure the field office has sufficient cash/ bank to support daily activities.
Ensure all payments has sufficient paper works in place before releasing payment.
Prepare payment reimbursement forms and encode all transactions. Ensure the signature limit of authorization has been respected in all matters of expenses.
Directly payment to beneficiaries, vendors and other account payables.
Ensure Afghanistan tax law has been respected in all matters of payments.
Maintain daily base field office cashbooks and passbooks.
Entry of the field office financial transactions in to financial system.
Daily base cash/bank reconcilation and custody of office cashbox in the field office.

II. Office Administration/Logistics

Ensure premises are well managed and maintained.
Make sure office supplies are managed and recorded according to Geneva Call procedures.
Liaise with relevant suppliers and service providers for required equipment, utilities and services.
Manage inventory and update reporting to Head of Office on monthly basis.
Update office assets list according to the donor requirements and labeling all equipments.
Ensure all the staff receive equipments and furniture after receipts/ return on time.

III. Procurement

Ensure Geneva Call procurement policies are adopted in all procurements.
Review purchase requests for all technical specifications.
Gather quotations, direct purchase or tender according the PR amounts.
Ensure all the documents of procurement are complete such as ( invoice, GRN, contract/PO, PR etc..).

IV. Information Technology and Fleet

Ensure vehicles are well maintained and having sufficient fuel.
Ensure vehicle logbooks are well prepared and tracked.
Ensure transportation needs are fulfilled for all staff on official missions.
Small troubleshoot of office Equipments and computers.
Routers configuration and assigning restrictions on data use.

V. Liaison and HR

Liaise with various government stakeholders such as MOEC Departments on the registration and reporting of geneva call in the field.
Regularly monitor new trends of the organizations related to finance/hr/administration and report to main office on time.
Support main office on creation of new email accounts for newly hired GC staff. Ensure their ID Card, laptop and duty station is well arranged before on boarding.
Train new staff members on the use of NOVA and train on raising various requests.
Any other task assigned by the supervisor.

Main qualification

Education and experience

Completed Degree of Higher Education in relevant fields such as Public Accountancy, Public Administration or Human Resource Management;
At least 3 years in a similar position;
Experience with international organisations is preferred.

Technical skills

IT Tools (MS Office, Excel, accounting software, Reporting tools);
Financial and Human Resource Management tools.

Languages

Required: English, Pashto, and Dari.

Personal skills

Experience in administration;
Knowledge and experience of financial/Admin/HR procedures and management tools;
Experience with INGO grants management, financial reporting, budgeting, audit, and procurement;
Ability to take responsibility, proactive and efficient functioning, strong communication skills;
Ability to work in a multicultural environment;
Understanding and respect for organizational principles, vision, mission, and confidentiality;
Accuracy and reliability.

Conflict of interest

Any candidate affiliated to, or openly supporting, one or more interest groups opposed to the Foundation’s principles and values, or whose previous position could engender safety issues for co-workers at Appel de Genève / Geneva Call, will be excluded from this selection process. The employee will be accountable for the responsibilities and the competencies, in accordance with the Geneva Call Performance Management guidelines. The following documents will be used for performance reviews: