Project Assistant

Date Posted: Jun 22, 2024

Job Detail

Location:

Herat
Type:

Contract
Shift:

Rotating Days
Career Level:

Entry Level Staff
Positions:

1
Vacancy number:

HIHAO/07/24
Experience:

3 Year
Gender:

Any
Salary:

As per company salary scale Af
Degree:

Bachelors
Apply Before:

Jun 23, 2024

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About Hand in Hand Afghanistan Organization

Hand in Hand is a global network of NGOs working in 14 countries and counting since 1980, with a shared vision of fighting poverty through job and business creation. Hand in Hand Network’s mission is to work for the economic and social empowerment of the poorest and most marginalized people by helping women beat the odds and succeed as entrepreneurs. Hand in Hand network has created and grown 4.3 million businesses across the globe.

Hand in Hand Afghanistan Organization (HIHAO) is a member of Hand in Hand global network, started working in Afghanistan since 2007. With a global shared mission, HIHAO strives to enhance the economic empowerment of vulnerable Afghan women, fostering increased incomes, greater mobility, and enhanced decision-making authority. Since 2007, HIHAO has been engaged in various development and relief programs with DFID, USAID, EU, SIDA, GIZ, Un Women and increasingly, HIHAO expanded its thematic focus incorporating humanitarian response programs with UNOCHA, FSAC, and UNFAO, following obtaining Afghanistan Humanitarian Fund (AHF) eligibility in 2020.

The project will proactively target the most vulnerable households during the winter and pre-harvest lean season with unconditional seasonal food assistance both in-kind and CBT modalities. The project aims to provide nutrition sensitive, unconditional emergency food assistance to members of severely vulnerable, food-insecure households in targeted provinces to prevent further deterioration of their food security and nutritional status also, to avoid or minimize the need for targeted households to resort to negative coping strategies during the months of most severe food insecurity.

Job Description

The Project Assistant will work under the direct supervision of the Project Manager of HIHAO Herat Office and will perform the following duties:

Duties & Responsibilities:

Finance/M&E

Collect, compile and analyze all project participants data (biodata, socioeconomic assessments, project progress data, etc.) into the Management Information System (MIS) and ensure that reports are available any time.
Maintain a confidential filing system for the data and reports related to the project.
Taking care of any Admin/Logistic/Finance issues related to the projects with the cooperation of the Project Managers.
Preparing required documents such as (requisition forms, bills, vouchers, payment/receipt vouchers) for any expenses related to the projects.
Check the monthly financial reports (hard and soft copies) of HIHAO and provide required feedback;
Cross check payroll sheets, extra duties, and other bonuses for the staff on monthly basis after receiving from the HR manager (for accuracy and donor funding details);
Assist in external financial audit, prepare the information, files and necessary documents required by the auditors.
Scanning of the cash inventories, bank statements and other finance related documents on monthly basis;
Keep all the finance related file boxes in a systematic manner; including expense files, contract files, tax files, donor contracts and all financial document.
Archive all the finance documents after annual closing and annual audit in proper place for any future audits in an easily accessible method.
Assist in managing external, internal audits, government audits and provide the necessary files to auditors after review and approval of finance manager.
Prepare budget forecast on monthly basis.
Prepare fund transfer documents based on monthly budget forecast for final review to finance manager.
Ensure the supporting documents are valid and adequate, report any missing documents to finance manager
Prepare the primary cash book in excel and ensure to attach the original support documents (bills and invoices etc.);
Assisting finance manager in follow-up of accountancy on a monthly basis for HIHAO Projects.
Maintain close communication and liaison with related staff

Admin HR

Facilitate the recruitment process- informing candidates; schedule the test/interviews, conduct reference check and job offer and making personal files.
Making employee personal file and ensure all data are placed into personal file-contracts, evaluation, code of conduct, policies, and any other documents related to employee.
Update and follow up staff attendance sheet, time sheets, leaves and make sure staff are coming and leaving the office in accordance working hours schedule and time.
Assist HR manager in monthly payroll preparation by providing relevant documents such as leave forms, absence, time sheet etc.
Make sure that all staff gets their pensions and benefits correctly
Actively support HR manager & involve in recruitments by preparing job descriptions, vacancies and recruitment process
Ensuring that all employees are organized and satisfied in their work environment.
Make sure all staff having work permit and Tax identification number (TIN).
Be available to carry out any other tasks deemed useful by his/her direct line manager or technical line manager.
Maintain inventory of assets being used by the project.
Translation, interpretation, prepare and sharing meeting minutes.

Logistic

Perform logistics related tasks in implementing new logistic procedures, and give strong hand setup of new documentation/filling of logistic department,
Collecting quotations from market when needed and fill up all logistic forms related to procurement.
Weekly clearance for small purchases with finance department on weekly bases.
Delivery of purchased goods to related departments
Maintain an updated stock report according to HIHAO logistic policy
Maintain an updated equipment list in intervention area level
Filling/documentation of "fleet management" reports and updated "fuel follow up reports"
Support logistic Manager for the monthly mandatory reports to HQ by providing necessary information on: equipment management, procurement database, fuel follow up and stock reports,
Make sure that all assets (equipment) are duly identified, recorded and labelled properly and the inventory list is updated on monthly bases.
Collaborates in the appropriate selection, installation, use and maintenance of IT, communication internet equipment if needed
Any other task as deemed necessary by the HIHAO Management.

Job Requirements

At least Bachelor’s degree in business administration, marketing, economics or any other relevant field.
At least 4 years of experience working as Project Assistant, Admin and Finance Officer recognized NGOs in Afghanistan.
Knowledge of Microsoft Office packages (word, Excel, PowerPoint, and Outlook)
Fluency in Dari and Pashto and English languages will be an asset.

Core Competencies:

Ability to manage multiple, simultaneous tasks.
Ability to communicate professionally, effectively, and consistently with team members, clients, and partners
Excellent interpersonal and communication skills
Strong teamwork ethics, managerial and collaborative skills

Skills Required

having experience in the mentioned field

Submission Guideline:

Qualified applicants should submit their curriculum vitae (CV) to the below-mentioned email addresses: Jobs@handinhand.org.af, & danida.pm@handinhand.org.af before June 22^th, 2024.

No other documents are needed to be submitted unless invited for an interview. Applications received after the closing date will not be considered.

Submission Email:

Jobs@handinhand.org.af, danida.pm@handinhand.org.af

Job Detail