Job Detail

Job Purpose

You are a member of the Operations team representing Support Functions at the field level, and working closely with Finance, Admin & Logistics, and HR departments to support day to day operational activities, and program Departments. The position requires a highly confident and trustworthy candidate who can keep and understand confidentiality and regularity in work.

Job Description

Finance Related duties:

• Prepare and process cash payments and maintain cash book.
• File and scan payment vouchers and ensure an organized filing system is maintained.
• Process employees per diem and maintain advance tracking sheets, ensuring advances are on track and settled on regular basis.
• Review & apply dimension codes (Account Codes, Project codes, Cost centers, and Donor codes) in purchase request form, and confirm budget availability in dimension codes.
• Review and apply all dimension codes (Account Codes, Project codes, Cost centers, and Donor codes) in all vouchers.
• Prepare transaction summary for all types of vouchers, and enter all types of vouchers (Payroll, travel & per diem, procurement, food, etc.) into cash and Bank Books.
• Make sure all vouchers are filed properly and keep safe.
• Carry out weekly and monthly cash count as per WCUK (War Child UK) manual and prepare necessary documentation.
• Responsible for field cash flow forecasting and requesting cash from Main office on time.
• Review procurement transactions to ensure adequate supporting documentation, accuracy of amounts and control over payments.
• Prepare and maintain advance tracking sheet, ensure advances are settled on regular bases.
• Receive and check the correctness of invoices submitted for payment.
• Maintain rental contracts copy and tracking sheet of rental payments.
• Prepare the required documentation of supplies and vehicle vendor payment for the transactions incurred in the province according to War Child standards.
• Conduct timely financial clearance with the finance department for expenditure incurred in field.
• Assist and Support Finance officer in monthly financial report.
• Ensuring that the documentation and process comply with WCUK Policy, manuals and regulations.

HR Related duties:

• Assist the HR Team for on-boarding of new starters including ensuring all necessary documents and checks are completed in line with War Child’s hiring policy.
• Under the supervision of HR officer, schedule and assist the induction for the new starters by liaising with the relevant managers and ensuring the completion of the induction.
• Collecting the timesheets and attendance sheets of the staff and make sure are submitted on time and filed correctly on monthly basis.
• Collecting the exit documents of leavers and make sure the documents are completed as per the checklist and submitted on time.
• Collecting the Achievement & Development forms on time delivering them to Hirat Office.
• Assist in arranging the interviews connecting the candidates through any technological means with the panel members.
• Submission of all necessary payroll information for processing including resignations, exit documents, and any other.
• Report and support any other HR related issues at the provincial level.

Procurement:

• Procure quality goods and services in compliance with War Child’s procurement policies and procedures, including in strict compliance with donor regulations.
• Conduct market surveys of regularly purchased goods / supplies and maintain the price list updated from time to time.
• Compose purchase orders and maintain accurate documentation from PR up to payment form of all purchases made under all grants, in both digital and hard copies.
• Update online portals of procurement (PR tracker, Payment Follow up Tracker, and Contracts Register trackers) for all PRs, Contracts, and payments.
• Any other task assigned by Supervisor.

Logistics (Warehouse):

• Received goods/NFI from suppliers and donors and keep secure in the WCUK’s warehouses based on requirement.
• Update the warehouse tools and formats on a daily basis and share reports with Admin & Logistics team in Herat.
• Responsible for handling and documenting the receipt, handling, storage, and release of all inventories through the War Child UK warehouse.
• Conduct inventory inspection and submit reports to Logistics in Heart on a timely manner.
• Monitor and Provide cost efficiency focus on all processes in fleet (e.g., vehicle and Generator management) and submit wood, Liquid gas and fuel consumption reports to Heart on monthly basis.
• Handle the warehouse filling and archiving, additionally to keep Logistics related files as per applicable projects and donor names/codes and update the files from time to time.
• Any other task assigned by Supervisor.

Admin & IT:

• Ensuring new equipment, furniture, property and other assets are stocked    and properly registered into Asset Tracker, on project details and invoice.
• Work closely with Admin/IT officer for assets tracking and reports.
• Responsible for ensuring proper documentation, keeping secure and updated the assets/equipment being issued to or returned by WCUK personnel, and Support Heart Admin/IT team with physical verification of assets at field level.
• Handle field office and guesthouse administrative duties, such as keeping records, maintaining replenishment of office supplies, and stationery items for all project staff and guesthouse.
• Handle the WCUK field office Kitchen, facilities supply and keep track of the issued items.
• Supervising cleaners, cooks, WCUK drivers and rental drivers as per applicable policies.
• Any other task assigned by Supervisor.

Integrity and Safeguarding

Our work with children and at-risk adults to keep them safe is the most important thing we do. We are committed to the safeguarding of children and vulnerable adults in all areas of our work. We have zero tolerance for any behaviors and practices that put children and/or vulnerable adults at risk of abuse and/or harm. Successful applicants will be expected to comply with and sign our Safeguarding and Integrity policies. You can find the Safeguarding and Integrity policies here: https://www.warchild.org.uk/our-work/quality-and-standards/safeguarding

Bold

We use our passion and creativity to deliver high-quality evidence-based work designed to maximize our beneficial impact on children in conflict.

Accountable to Children

Children can rely on us to respond to their voices and to treat them with respect and dignity.

Anti-racism:

Anti-racism is not merely a belief. It includes actions that we mainstream throughout our work to change and challenge policies and behaviors that perpetuate racism.

Transparent

We expect to be held to account by our supporters and beneficiaries and we respond with openness and honesty.

Supportive to each other

We support each other and our partners to achieve ambitious goals and to the best we can be we are honest and open with each other, sharing our success and confronting our challenges.

How to apply

• Please go to this link: 550-Project Support Assistant - Balkh (airtable.com) fill in your information and attach your documents before the closing date - (27-Jul-2024).
• Preference will be given to local candidates.
• Applications after closing date will not be accepted.
• Please note that there is no telephonic inquiry and only shortlisted applicants will be contacted for written test/interview.

Child safeguarding and Adults at Risk

Our work with children and at-risk adults to keep them safe is the most important thing we do. We are committed to the safeguarding of children and vulnerable adults in all areas of our work. We have zero tolerance for any behaviours and practices that puts children and/or vulnerable adults at risk of abuse and/or harm. Successful applicants will be expected to be compliant and sign up to our Child Safeguarding policy, our Code of Conduct and PSEA: Adults at Risk Policy. You can find the Child Safeguarding and Adults at Risk policy here: Child Safeguarding

Pre-employment checks

• Employment with War Child will be subject to the following checks prior to your start date:

• A satisfactory police record check to include a International/National Criminal Record Check, and a clear vetting and Due Diligence check

• Receipt of three satisfactory reference

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