Job Description
Administration
1. To expedite the process of supply procurement, and to elaborate on Admin/Finance affaires of the site offices
2. Arranging and attending meetings, conferences and project team activities for the development and betterment of the organization (all the site offices).
3. Conducts staff meetings to discus operating problems, organization, budgetary matters, personnel matters, technical problems, and the status of programs and projects.
4. Supervising and monitoring on all site subordinates, and check their daily works and activities.
5. Checking all the sites practical and construction works, and check materials contracts with suppliers.
6. Prepare formats and procedures for keeping records and collecting monitoring and evaluation data according to international standards and established procedures.
7. Prepare monitoring and evaluation hand book in consultation with the Head Office Admin/Finance Officers.
8. Build capacity in the site office for monitoring and evaluation by providing advice direction, training and support.
9. Monitor the site Admin/Finance activities according to the works and plan schedule.
10. Establish guidelines on project monitoring and evaluation for different project components.
11. Status of all project components in a standard reporting format as required by the ZCC head office.
12. Coordinate with the project coordinator and all staff of the project on meeting their monitoring and evaluation requirements.
13. Insure that all data required is being collected by relevant department, analyze such data, and draft progress reports.
14. Undertake field visits for supervision and monitoring on a periodic basis to ensure compliance with operational procedures and assess progress.
15. Prepare good working environment and relation with the residential staff, in order to check the works and advise them to the right way, to accomplish their goals and objectives.
16. The Monitor and Evaluation Officer is responsible to the Head Office of Admin/Finance.
17. Preparing weekly, monthly, narrative and other periodical reports through a process of interpretation analysis of the Head Office.
18. Focal point for procurement and Human Resource support for the site offices and have control on purchasing power and supplies.
19. Control of inventory items and maintains updated records on location, type, cost of each item in the office. Submits on annual basis the inventory report highlighting missing items, damaged and ensures that procedures are followed as per directives.
20. Supervise and monitor on site office purchasing and supply, in order to have control on them, and get the required items (not extra) and record them properly.
21. Perform other duties as assigned by the Admin Manager.
Finance:
1. Preparing Financial reports for the assigned projects.
2. Checking all the site offices financial system, and preparing reports on them.
3. Using Quick Books perform posting of cash receipts, expenses or other transactions to journals or ledgers and verify accuracy. Review invoices, bills, vouchers, or other documents for corrections before entering into records.
4. To check all the expenditure bills, and compare the price with the market
5. Supervise and control the expenses of the site offices
6. Prepare the site offices budget and financial plan
7. Supervise the daily journals (book keeping/recording) of incoming-outgoing items to the projects.
8. Ensure that all financial transactions activities are conducted in strict conformity with rules and regulations.
9. Verify the validity of invoiced charges and maintain detailed record of each and every transaction relating to financial and administrative operations.
10. Maintain proper project budget accounts, prepare and submit vouchers and financial reports to Admin/Finance Manager.
11. Prepare monthly forecast of expenditures.
12. Perform other duties as assigned by the Finance Manager.
Job Specification
1. University degree in Finance MBA or BBA.
2. Minimum 5 years experience in relevant field.
3. Demonstrated knowledge of the issues, objectives, facilitation, training, and activities of ZCC and commitment to human rights and building civil society.
4. Highly developed, writing and interpersonal communication skill, including negotiation skills.
5. Ability to work both independently and as an effective team member and to set priorities and manage time effectively.
6. Good Computer skills including Ms Office Packages.
7. Have knowledge of English and local languages (Pashto, Persian) Reading, writing, speaking and as well as understanding very well.
8. Ability to creatively solve problems.
9. Having Leadership qualities (self confidence, logical thoughts and use of oral presentation
10. Self-motivated, hard-working, goal-oriented, pro-active, organized, articulate, precise, and friendly working in a team environment with other staff.
11. Desire to work in a term environment