Admin and Finance Assistant (AR-HR-034-23) Balkh with travel to Provinces + Districts

Job Summary

The Admin and Finance Assistant is a member of support staff in the Third-Party Monitoring (TPM) Service Project to allocate, maintain, issue, and manage ARADA TPM Service Project physical and financial resources along with premises, facilities, travel, registry, utilities, and ancillary services ARADA provincial offices to ensure support to all projects at field level are implemented with required ARADA admin and finance merits and standards.

Duties & Responsibilities

Under the direct supervision of the ARADA Head of Admin and Finance, The Admin and Finance Assistant will undertake the following duties and responsibilities but not limited to :

  • Manages office-related correspondence in a professional manner;
  • Conducts asset physical verification upon purchase, receipt, donation, maintenance, storage, and disposal;
  • Ensures tag bar codes on ARADA and the TPM Services Project assets including furniture, generators, vehicles, computers, printers, scanners, GPS, cameras and other assets;
  • Conducts bi-annual asset physical verification of ARADA TPM Service Project assets at Cluster level provinces;
  • Ensure all utilities and ancillary services are available at ARADA Cluster Level provincial office – 24/7 with no downtime at all;
  • Proactively prepares preventive maintenance plan to ensure all related machinery is functional and services are available during working hours and beyond;
  • Assist the Head of Admin and Finance in an easy retrieval system of registry, functional reception, office premise tidiness and cleanliness;
  • Along with Provincial Team Leaders, ensures overall supervision of support staff such as cleaners, gardeners, electricians, and drivers in provincial offices;
  • Assist in fleet management with vehicle allocation, refueling, maintenance, missions, and rentals with related monthly payment;
  • Organize events such as project opening ceremony, meetings, pieces of training, and staff welfare functions when and where requested;
  • Assist the Head of Head of Admin and Finance in shopping and RFQ for the purchase of goods and services related to TPM Services Project at Headquarter and Provincial Offices;
  • Prepare GRN, payment summaries, vouchers, and collect invoices along with supporting documents to ensure payment to suppliers and contractors are processed based on a financial plan;
  • Process monthly TPM Services Project salaries, travel claims, and other related dues on a timely manner;
  • Assist in the preparation of operations monthly, quarterly, and annual plans with a proactive and result-oriented approach and ensures plans’ implementation in the respective Cluster Provinces;
  • Assist the Head of Admin and Finance / Operations Manager to draft ARADA TPM Service Project-related premises leases, administrative and financial memos, letters, meeting
  • Prepares weekly, monthly and annual Cluster Level Operations reports;
  • Performs other duties as requsted by Head of Admin and Finance/ Operations Manager.

Job Requirements

  • Bachelor in Business/Public Administration, Finance, Economics, and Social Science.
  • At least three years of progressively responsible working experience as admin/finance assistant with UN, NGOs and donor-funded projects.
  • Familiarity of Project context, environment, and cultural sensitivity.
  • Have full knowledge of Quick books and other required software
  • Strong knowledge of Core Humanitarian Standards and awareness of gender and protection of vulnerable groups;
  • Strong analytical skills and ability to clearly synthesize and present findings;
  • Experience utilizing computers (MS Word, MS Excel, Typing, etc.) and smartphones.
  • Ability to speak fluently in English, Pashto, and Dari;
  • Excellent Organizational and time management skills.
  • Familiarity with multi-task handling, and stress management with ability to meet deadlines.
  • Command in the English Language with professional expertise in admin and finance report writing.

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