Admin and Finance officer at Afghan Family Guidance Association |AFGA

Job Summary:

The Admin & Finance Officer is responsible for overseeing all administrative and financial activities within the hospital. Key responsibilities include:

Administration:

• Lead and supervise all clinic security guards, ensuring adherence to AFGA security standards.
• Prepare duty schedules for guards on a weekly and monthly basis.
• Monitor the visitor logbook, ensuring all visitors are searched, registered, and escorted by security guards within the hospital and other facilities.
• Oversee lunch provisions for hospital staff, ensuring meals are clean and hygienic.
• Conduct regular inspections of the kitchen to ensure cleanliness of the area and utensils.
• Ensure that all hospital fixed assets are accurately recorded in an asset tracker.
• Assign and issue tag numbers to AFGA fixed assets.
• Provide maintenance support for the hospital.
• Assist in managing transportation schedules and performance.
• Ensure proper maintenance of ambulances and hospital vehicles, along with accurate documentation.
• Oversee the maintenance of generators, solar systems, and other hospital machinery.

Finance:

1. Accounts and Recording
   • Verify that all vouchers posted to the accounting software daily are correct and accurate.
   • Ensure all information in the accounting software is complete and accurate.
   • Prepare cash and bank payment vouchers with accurate account codes.
   • Prepare tax summaries for all projects and update the manual tax database promptly.
   • Record vendor tax details in the tax database to ensure accuracy in future payments.
   • Maintain accurate records of fixed assets in the asset database.
   • Document daily bank and cash payments accurately in the cash book.
   • Record all vouchers in the voucher database with accuracy and completeness.
2. Filing and Supporting Documentation
   • Ensure all vouchers are properly filed with specific coding for each project.
   • Confirm all invoices and related documents are stamped as ‘Paid’ before filing.
   • Verify completeness of supporting documents, including signature validity, attendance sheets, timesheets, and staff payment verification.
   • Ensure all financial documents are filed and tagged correctly.
3. Cash and Payments
   • Prepare cash books and monthly cash balance certificates for the Finance Manager.
   • Prepare all required cheques and ensure supporting documents are available for approval.
   • Maintain cash in line with finance policy thresholds and ensure proper storage and management.
   • Process petty cash transactions daily with accuracy.
   • Ensure timely replenishment of petty cash to meet daily cash needs.

• Bachelor’s degree in Business Administration, Economics, or a related field.
• Minimum of 3 years of experience in administration, logistics, and procurement with reputable organizations.
• Fluent in English, Dari, and Pashto (both written and spoken).
• Proficient in computer skills, including MS Office and Windows.