Job Detail

Job Description

Job Summary:

The position exists to ensure the financial, management and legal integrity of AAI Afghanistan within the framework of the policies and procedures established internationally and the requirements of local and international law are adhered to and complied with. The position is also to provide financial management direction of AAI Afghanistan to help ensure that AAI Afghanistan overall strategic objectives are met and ensure the continual improvement in monitoring, control and reporting of expenditure of partner NGOs of funds given by ActionAid International. This position also manages the admin, IT and logistics/ procurement units of the country program. The functional team management will change from time to time.

Responsibilities and Tasks

(Describe the major responsibilities, principal tasks, competencies and end results for which the position is accountable. List the responsibilities in the order of importance and state the percentage of time the employee spends on each responsibilities)

Job Responsibilities 01: System Development, Update and Compliance

• With support of the Internal Audit Manager, review and ensure that all organizational policies and procedures in Afghanistan comply with AAI International standards and local relevant laws and regulations, and reflects the needs and objectives of the organisation and staff
• Recommend to the CDs any changes that might be required to develop or improve the organisation in finance – admin and logistics areas of responsibilities
• Implement all necessary policies and procedures to ensure that correct procedures are followed by ActionAid, Afghanistan Staff.
• Support the CD in review and update of ActionAid’s finance policies and procedures at country level and advise the SMT on the potential implications of the new system, policies and procedures
• Adhere/ Comply with approved organizational policies and procedures
• Ensure compliance to AA policies; donor requirement and local law.
• Support the CD in updating finance and procurement policy in line with the global FMF or law of the land.
• Design, update and implement forms/ templates/ procedures/chart of accounts in line with financial policy and law of land as well as donors’ requirements.
• Update, maintain and backup the accounting software as per schedule and guidance from IS system team.
• Reconcile/review the Balance Sheet items at the end of period. 
• Ensure that the filing systems (soft and hard) are created and maintained and could be easily accessed and referred to.
• Ensure the taxes/ compulsory deductions are withheld and paid within the time frame as per local law.
• Ensure ActionAid’s adherence to local and organizational financial (including taxation and audit) laws, requirements and compliances.

Job Responsibilities 02:   Technical Specific

Cash flow management:

• Manage the cash flow process including cash flow planning; cash requirement and disbursement with AAI, partners and donors.
• Making sure that there is sufficient cash for activity at any time but within the cash balance policy.

Procurement:

• Check compliance to procurement policies.
• Review contract with suppliers to make sure that term and conditions on finance are in line with policy/practice.

Exchange rate management:

• Set appropriate budget exchange rates for donor funded projects  with necessary analysis to minimize negative impact of the exchange rate fluctuation.
• Ensure the assets and liabilities held in other currencies are revaluated periodically to reflect the prevailing rates.

Job Responsibilities 03:   Peoples Management

• Ensure an enabling environment for staff performance, recognition and reward of finance function to encourage staff productivity, innovation and performance (e.g. facilities, equipment, duty facilitation, team building etc.)
• Direct and control the staff of the function to ensure that they are appropriately motivated and trained to carry out their responsibilities to the required standards
• Participate in recruitment and induction of staff under supervision.
• Provide coaching mentoring and advice to supervised staff to ensure that they understand and carry out their responsibilities effectively 
• Assign performance objectives and conducts comprehensive performance appraisal of supervised staff and provides / obtains feedback when necessary to supervised staff, identifies training needs during appraisals.
• Provide financial management training to all staff in ActionAid Afghanistan and partner organizations to build financial management capacity.
• Promote a healthy work culture among the staff.

Job Responsibilities 04:  Partnership Management 

• Review financial reports of partners and do periodically financial monitoring of partner organizations.
• Provide training to partner staff on financial management.

Job Responsibilities 05:  Annual Planning and budgeting

• Provide Guidelines on financial planning process to all staff and partners during annual planning process.
• Coordinate income allocation process as per national  Allocation Framework
• Budget review (accuracy; in line with cost norms and the guidelines).
• Consolidation of annual financial plan pack and submit to GS for review and endorsement/approval.
• Do the half year forecast or when there is significant change that requires budget revision.
• Manage the budget of Finance Department.

Job Responsibilities 06: Monitoring and Evaluation and Reporting

• Prepare and submit quarterly and annual reports as per guidelines and deadlines set by AA International.
• Prepare and submit financial reports as per statutory requirement.
• Supervise finance team in preparing and sharing monthly project wise utilization statements with SMT and project managers/budget holders for their actions.
• Design, print out, distribute monthly Management Accounts and coordinate the Variance Analysis process.
• Produce financial analysis for overall M&E processes (e.g. PRRP; Midterm review; CSP review etc.).

Job Responsibilities 07: Audit and risk management

• Draft the ToR for external audit.
• Make sure that reports are available for audit as agreed audit schedule.
• Coordinate process of providing initial responses to auditor’s recommendation to CD for review and finalize.
• Provide inputs to the Internal Audit Manager Finance Risks for the Risk register. and update it on quarterly basis.
• Assess risks associated with long term financial plan.

Skills Required

• COMMUNICATION

Submission Guideline:

Submission Email:

jobs.kabul@actionaid.org