Admin Finance Officer

Job Summary Job Purpose The Admin and Finance Officer is responsible for the accurate, timely, and compliant management of financial and administrative operations at ASLO's Samangan Field Office. The postholder will maintain complete accounting records, manage cash and banking processes, support budgeting and reporting, safeguard organizational assets, coordinate office administration, and ensure that transactions and operational arrangements comply with ASLO policies, donor requirements, applicable Afghan laws, and approved internal controls. The Officer serves as the key field-level link between programme teams and the Finance, Administration, Logistics, Procurement, and HR functions at ASLO's Kabul Head Office. Key Duties and Responsibilities Financial Management and Accounting 1. Maintain accurate, complete, and up-to-date accounting records for the Samangan Field Office in accordance with ASLO's finance manual, chart of accounts, donor rules, and applicable accounting principles. 2. Review payment requests, purchase documentation, invoices, receipts, contracts, attendance records, approvals, and supporting documents before processing any payment. 3. Prepare payment, receipt, journal, and adjustment vouchers; ensure correct project codes, budget lines, cost centres, account codes, descriptions, dates, exchange rates, and authorization levels. 4. Record approved transactions promptly in QuickBooks or the accounting system designated by ASLO and reconcile field records with Head Office records each month. 5. Manage petty cash and operational cash within approved ceilings; conduct and document routine cash counts and maintain secure custody of cash, cheque books, financial stamps, and sensitive financial records. 6. Prepare monthly cash forecasts and fund requests based on approved workplans, procurement plans, budgets, existing cash balances, and outstanding advances. 7. Maintain bank records and prepare timely bank and cash reconciliations, investigate differences, and submit reconciliations for review and approval. 8. Maintain an advance register; monitor staff, supplier, travel, and activity advances; follow up for timely retirement; and prevent new advances where previous advances remain overdue without approved justification. 9. Support payroll preparation by verifying approved staff lists, contracts, attendance, timesheets, leave records, deductions, and project allocations before payment. 10. Calculate, record, withhold, report, and facilitate the timely payment of applicable taxes and statutory obligations in accordance with Afghan law and ASLO procedures. 11. Monitor actual expenditure against approved budgets and forecasts; identify variances, overspending risks, ineligible costs, or funding gaps and immediately inform the supervisor and Head Office Finance Department. 12. Prepare accurate weekly, monthly, project, and ad hoc financial reports and submit complete financial packages within established deadlines. 13. Ensure that shared costs are allocated consistently, reasonably, and transparently using approved allocation methodologies and supporting calculations. 14. Maintain well-organized electronic and hard-copy finance files with clear indexing, cross-referencing, secure storage, and restricted access to confidential documents. 15. Support internal and external audits, donor spot checks, expenditure verifications, financial reviews, and monitoring visits; provide requested records promptly and follow up agreed corrective actions. Budgeting, Planning, and Financial Reporting 16. Support the preparation and revision of project and field-office budgets, spending plans, cash-flow forecasts, and budget narratives. 17. Participate in programme planning meetings to ensure that operational plans are realistic, properly costed, and aligned with approved budgets and donor restrictions. 18. Produce monthly budget-versus-actual analysis and provide clear explanations and recommended actions for significant variances. 19. Verify that commitments, pipeline procurements, outstanding advances, accrued expenses, and anticipated taxes are considered in financial forecasting. 20. Contribute accurate financial data to donor reports, project close-out documentation, management reviews, and organizational reporting. Administration and Office Operations 21. Coordinate the day-to-day administration of the Samangan Field Office and ensure a safe, organized, functional, and professional working environment. 22. Maintain administrative files, correspondence logs, office registers, leases, service agreements, licences, permits, and other official documentation. 23. Coordinate office rent, utilities, internet, communications, maintenance, cleaning, security, and other support services; verify service delivery before payment. 24. Support travel arrangements, field movements, accommodation, meeting logistics, workshops, and official visitors in compliance with approved plans and procedures. 25. Maintain an updated asset and inventory register for furniture, equipment, IT items, and supplies; ensure tagging, assignment, movement documentation, periodic physical counts, and proper handover. 26. Monitor office and programme supplies, maintain stock records where applicable, and initiate timely replenishment requests based on authorized needs. 27. Coordinate vehicle and generator documentation, including logbooks, fuel records, maintenance files, and supporting documents, in collaboration with responsible logistics staff. 28. Support field-level HR administration, including collection and submission of attendance sheets, timesheets, leave forms, personnel updates, and approved recruitment or onboarding documentation. 29. Protect confidential personnel, financial, procurement, partner, and beneficiary information and share it only with authorized recipients through approved communication channels. 30. Maintain business continuity for essential finance and administrative records through secure backups and orderly handover arrangements. Procurement and Logistics Support 31. Support procurement planning and ensure that purchase requests are complete, budgeted, approved, and submitted in sufficient time for compliant procurement. 32. Participate in procurement processes only when formally assigned and maintain appropriate segregation of duties between requesting, sourcing, evaluating, receiving, approving, recording, and paying functions. 33. Verify that procurement and payment files contain the required quotations or tender documents, bid analysis, approvals, purchase orders or contracts, goods-received notes, delivery documents, invoices, tax documents, and conflict-of-interest declarations. 34. Maintain vendor and contract records, monitor payment due dates, and immediately report duplicate invoices, vendor-name inconsistencies, unsupported costs, unusual pricing, suspected conflicts of interest, or other red flags. 35. Coordinate with programme, procurement, logistics, and finance colleagues to ensure goods and services are received, inspected, documented, recorded, and paid for accurately and on time. Internal Control, Compliance, and Risk Management 36. Apply ASLO's delegated authority, segregation-of-duties requirements, finance manual, procurement rules, anti-fraud and anti-corruption policy, code of conduct, and donor-specific compliance requirements. 37. Ensure that no payment is processed without sufficient budget, valid supporting documentation, evidence of receipt, required approvals, and confirmation of allowability. 38. Conduct or support documented cash, asset, inventory, and financial-file spot checks and report discrepancies immediately through the appropriate management channel. 39. Identify financial, administrative, operational, tax, fraud, corruption, sanctions, data-protection, and reputational risks and recommend practical mitigation measures. 40. Declare any actual, potential, or perceived conflict of interest and ensure that staff involved in procurement or payment processes complete required declarations. 41. Immediately report suspected fraud, corruption, theft, abuse, exploitation, retaliation, or serious non-compliance through ASLO's approved confidential reporting channels, without attempting unauthorized investigation. 42. Track management, audit, and compliance recommendations relevant to the field office and provide evidence of timely implementation. Coordination and Team Support 43. Work closely with the Field Office/Project Manager and maintain regular technical coordination with Head Office Finance, Administration, Logistics, Procurement, HR, Programmes, and MEAL teams. 44. Provide practical orientation and coaching to field staff on financial documentation, travel advances, timesheets, procurement requirements, asset accountability, and administrative procedures. 45. Participate actively in field-office planning, review, and coordination meetings and present concise updates on budget status, cash needs, outstanding advances, administrative actions, and compliance risks. 46. Promote a culture of service, accountability, respectful communication, timely follow-up, and continuous improvement. 47. Perform other reasonable finance and administration duties assigned by the supervisor that are consistent with the purpose and grade of the position. Key Deliverables and Performance Standards Deliverable Frequency / Deadline Expected Standard Accounting records and vouchers Daily / within established posting deadlines Complete, correctly coded, authorized, traceable, and filed Cash and bank reconciliation Monthly, or more frequently when required Reconciled to records; differences explained and resolved promptly Cash forecast and fund request Monthly and as operationally required Based on approved activities, budget, commitments, and cash balance Financial reporting package By ASLO's monthly reporting deadline Accurate, complete, reviewed, and submitted on time Budget-versus-actual analysis Monthly Material variances explained with corrective recommendations Advance and payable tracking Updated continuously; reviewed weekly No unjustified overdue balances; follow-up documented Asset/inventory records Updated upon movement; physically checked periodically Complete, tagged, assigned, safeguarded, and reconcilable Audit and compliance actions As agreed in action plans Evidence-based closure within the assigned deadline Job Requirements Minimum Qualifications and Experience 1. Bachelor's degree in Accounting, Finance, Business Administration, Commerce, Economics, or another directly relevant field from a recognized institution. A relevant professional accounting qualification is an advantage. 2. At least five (5) years of progressively responsible experience in finance and administration, including a minimum of three years with a national or international NGO, UN agency, or donor-funded programme. 3. Demonstrated experience in accounting, cash and bank management, budgeting, financial reporting, payroll support, tax compliance, audit preparation, administration, and internal controls. 4. Practical experience using QuickBooks or a comparable accounting system and advanced working ability in Microsoft Excel and other Microsoft Office applications. 5. Sound knowledge of Afghan tax requirements and familiarity with donor compliance frameworks and humanitarian-sector financial management standards. 6. Experience working in field-office environments and coordinating with programme, procurement, logistics, HR, and Head Office teams. 7. Fluency in Dari and/or Pashto and working proficiency in written and spoken English. Knowledge of local languages and context in Samangan is an asset. 8. Willingness and ability to travel to project sites within Samangan and, when authorized, to other locations. Required Competencies 9. Integrity and accountability: Maintains confidentiality, acts impartially, accepts responsibility, and consistently follows approved controls. 10. Accuracy and attention to detail: Produces reliable records, identifies inconsistencies, and checks supporting documents carefully. 11. Planning and organization: Prioritizes competing deadlines, maintains orderly files, and anticipates operational and cash needs. 12. Analytical judgement: Interprets financial information, recognizes risk, and recommends practical corrective action. 13. Communication and teamwork: Explains requirements clearly, listens respectfully, and works constructively across departments. 14. Service orientation: Supports programme delivery while maintaining compliance and professional standards. 15. Problem-solving and initiative: Addresses routine issues promptly and escalates material concerns before they affect delivery or compliance. 16. Respect and inclusion: Treats colleagues, partners, suppliers, and communities with dignity and without discrimination. Authority and Segregation of Duties The Admin and Finance Officer may review, prepare, record, and recommend transactions within assigned responsibilities but may not approve their own transactions, commitments, payments, reconciliations, procurements, or adjustments. The postholder must operate strictly within ASLO's delegated authority matrix and shall not combine incompatible duties where doing so would weaken internal control. Any unavoidable field-level limitation must be disclosed to Head Office and addressed through documented compensating controls. Safeguarding, PSEA, and Code of Conduct ASLO has zero tolerance for sexual exploitation and abuse, sexual harassment, child abuse, discrimination, fraud, corruption, retaliation, and any other form of misconduct. The selected candidate must sign and comply with ASLO's Code of Conduct, safeguarding and PSEA policies, anti-fraud and anti-corruption requirements, confidentiality obligations, and relevant donor standards. Appointment will be subject to satisfactory reference and background checks in accordance with applicable law and ASLO procedures. The postholder must report safeguarding or misconduct concerns promptly through approved channels and must protect complainants, survivors, witnesses, and confidential information from unauthorized disclosure or retaliation. Equal Opportunity and Inclusion ASLO is an equal-opportunity employer. Recruitment decisions are based on merit, competence, integrity, and organizational requirements. Qualified women, persons with disabilities, and candidates from under-represented communities are strongly encouraged to apply. ASLO does not charge any fee at any stage of recruitment and does not authorize intermediaries to collect money from applicants.