Administrative Officer – Administration & Finance Core

Job Summary I. Organizational Context & Position Summary Functional Title: Administrative & Finance Assistant (General Affairs, Accounting & Security Support) Duty Station: Kabul, Afghanistan Reports to: Senior Administrative Officer / Deputy Head of Office Position Purpose: Under the direct supervision of the Senior Administrative Officer and in close coordination with Administrative Managers, the Administrative & Finance Assistant provides essential administrative, routine accounting, logistical, and operational support to ensure the smooth daily operation of the JICA Afghanistan Office. The incumbent is responsible for performing standard finance execution tasks (office bill payments, tax filing support), physical asset and inventory management, and basic security/safety coordination, serving as a hands-on support for the administrative team. II. Key Functions and Accountabilities 1. Office Payments & Basic Finance Support Support daily office accounting processing, including collecting, checking, and organizing utility bills, invoices, receipts, and vendor payment requests prior to manager review. Perform routine office expense payments (e.g., office utilities, internet/communications, office supplies, minor maintenance) in cash or via bank transfers under guidance. Assist in tax administration procedures, including gathering necessary tax documentation, preparing basic tax slips, and delivering tax payment vouchers to government tax offices or uploading to the Ministry of Finance portal. Maintain systematic physical and digital filing of all accounting slips, payment vouchers, bank receipts, and tax clearances in compliance with JICA accounting rules. 2. Asset, Inventory & Procurement Support Maintain and regularly update the office inventory register, tracking office supplies, IT equipment, communication devices (radios, satellite phones), and office furniture. Conduct physical inventory checks of office consumables, stationeries, and equipment, preparing replenishment requests when stock levels are low. Support routine procurement processes, such as issuing Request for Quotations (RFQs) to local vendors, receiving bid quotes, collecting goods, and verifying delivery against purchase orders. Assist in facility management, coordinating basic repairs, building maintenance, and servicing of office generators and equipment. 3. Security, Safety & General Logistics Support Assist in safety and security operations, including supporting the management of office communications tools (radios, satellite phones, emergency smartphones) and tracking equipment readiness. Support personnel movement logistics, assisting with airport pick-up/drop-off arrangements, driver assignments, and vehicle documentation updates (MOFA/MOI registrations, vehicle licenses) in coordination with GA staff. Perform official document delivery and mail pick-up from government ministries, post offices, and partner organizations. Assist in administrative arrangements for visa processing, compiling required documents for Japanese staff/experts and tracking visa expiration dates. III. Impact of Results The efficient, accurate, and timely performance of routine administrative, financial, and logistical tasks by the Grade 2 Assistant directly impacts the overall operational efficiency of the JICA Office. By taking ownership of routine office payments, inventory tracking, tax filings, and logistical logistics, the incumbent enables senior managers to focus on strategic policy, complex legal matters, and program oversight. IV. Competency Profile Core Competencies Integrity & Reliability: Demonstrates honesty, meticulousness, and strict adherence to rules in handling office cash, payments, and financial documents. Accountability: Takes personal responsibility for completing assigned routine tasks on time and with high accuracy. Client Orientation & Service Mindset: Proactively assists team members and office staff with a helpful and cooperative attitude. Teamwork: Works collaboratively with senior administrative managers and national staff across different functional areas. Functional Competencies Administrative & Financial Accuracy: High attention to detail in verifying numerical data, calculating invoices, checking receipts, and organizing administrative records. Procedural Compliance: Ability to strictly follow prescribed operational manuals, tax submission rules, and procurement guidelines. Operational Adaptability: Capacity to multi-task and support three distinct administrative functions (GA, Accounting, Logistics/Security) effectively under pressure. Job Requirements Education: Bachelor’s degree or higher from a recognized university in a relevant field (International Development, Economics, Public/Business Administration, Finance, etc.). Experience: Minimum 3–5 years of professional experience in international organizations, international NGOs, or donor agencies. Language: Full professional proficiency in written and spoken English. Fluency in local languages (Dari and/or Pashto) is required. Skills: Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint). Exceptional communication, negotiation, and analytical skills. Mindset: Strong sense of public mission, high ethical standards, accountability, and ability to work effectively in a team.