Project Assistant ( Finance & Operation) at Afghanistan Institute for Civil Society (AICS)

The Project Assistant (Finance & Operations), under the direct supervision of the Finance Manager, is responsible for preparing and filing documents, managing cash deposits, submitting reports to the Ministry of Economy (MoEc), maintaining cash controls, recording entries in the cash book, and managing accounts payable and receivable. This role supports the design, planning, and conducting of assessments, as well as the facilitation and supervision of learning and professional development for direct beneficiaries. The Finance Assistant operates within AICS policies and procedures.

• Ensure all transactions have the required supporting documents before processing payments.
• Verify that all budget allocations in transactions align with the correct budget lines and projects.
• Process supplier invoices and ensure timely payment to suppliers.
• Manage petty cash, maintain a petty cash journal, disburse funds, reconcile expenses, and process payments following AICS procedures.
• Prepare cash count documents daily, weekly, and monthly, keeping records organized for audits.
• Assist in organizing and maintaining the project filing system, updating documents as needed.
• Coordinate online discussions among NGOs, facilitating smooth communication and active participation.
• Manage logistics for virtual meetings, including scheduling, invitations, and technical support.
• Collaborate with team members to develop capacity-building activities aligned with project goals.
• Compile and organize materials for capacity-building sessions, including presentations and resources.
• Review and process expense reports, ensuring accuracy and alignment with project expenses.
• Process monthly payroll for staff promptly.
• Prepare procurement documentation for goods and services per AICS rules, including RFQ, RFP, PO, and contracts.
• Maintain records of the procurement process, ensuring transparency and accountability.
• Raise purchase orders, seek approvals, and dispatch according to procurement procedures.
• Monitor contract deliverables and prepare payment documentation for suppliers.
• Prepare goods receipt notes, create stock cards, and ensure goods are stored appropriately.
• Process visa and work permit documentation with relevant ministries and departments.
• Supervise support staff activities related to office maintenance.
• Monitor rental driver logs, overtime, and vehicle condition daily.
• Reconcile bank accounts daily, weekly, and monthly, preparing end-of-month reconciliation documents.
• Review inventory tracker to confirm that all purchased equipment is recorded and accounted for.
• Maintain an organized filing system, ensuring all documents are properly sorted and sequenced.
• Track vouchers, ensuring accurate filing and stamping of all receipts and records in the system.
• Represent the Finance Department in meetings as approved by the line manager.
• Accurately file, stamp, and record all vouchers and receipts in the system.
• Perform additional tasks as assigned by the line manager.

• Bachelor’s degree in Business Administration, Economics, Finance, or Accounting; candidates with an ongoing bachelor’s degree are also considered.
• Proficient in using various financial software applications.
• At least 2 years of practical, professional experience with a national NGO.
• Strong skills in spreadsheet and word processing software.
• Ability to work under pressure and meet tight deadlines.
• Willingness to travel domestically and internationally to manage organizational financial matters as needed.
• Capable of working both independently and as part of a team in a dynamic environment.
• Minimum of 2-3 years of experience in finance or accounting within a national organization.