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Finance/Operation Coordinator

  • Expired date : April 11, 2020
  • Category: Accounting - Finance
    • Location: Kandahar, Kandahar
  • Jop type:
  • Salary: Salary
  • Company name: OHW

Job Description

Job Description:

The Operation Coordinator works to provide professional and timely financial, administrative, logistical and human resource management support. As overall all will be responsible for smooth running of day to day finance and operations tasks in line with established policies and procedure.

Key Responsibilities:

Finance/Accounting

Ensure that sufficient cash is available to meet immediate operational needs at provincial level in close collaboration with provincial coordinator/ project managers and make a cash request from Head Office.
Check and verify forms and vouchers to ensure that they are properly completed; the required supporting documents are attached; all donor organizational and statutory requirements and that they are approved in line with the approval authority limits in place and correctly entered in into the Cash Book and Bank Book at provincial/ regional level. 
Ensure that expenditure is coded and captured correctly in the Cash Book in terms of amounts budget codes/lines project codes as well as any other analysis codes as may be applicable.
Maintain cash controls such as regular cash counting and ensure that cash in hand and bank accounts are reconciled at least once a week.
Conduct physical verification of assets at provincial and district levels.
Facilitate disposal/write-off fixed assets in line with organizational policy and the Afghanistan NGO law.
Reconcile monthly operating budgets and share updated financial reports with the senior management team.
Confirmation of fund received from Head office or third parties at provincial level.
Verifying and checking the sub-offices financial reports of the intended offices; accordingly reporting to country office.
Ensure timely submission of tax returns for the province.
Provide LINE MANAGER with complete timely accurate and reliable financial information as well as discuss financial reports; establish and monitor follow-up action plans with him.
Implement necessary corrective actions against the internal control weaknesses identified in the internal Control Department.
Prepare cash flows for each quarter of all projects which are implementing at Provincial level

Human Resources (HR):

Ensure that all records of all current and former personnel across the province are complete accurate and up to date at all times; including monthly payroll preparation and submitted to head office in a timely manner
Coordinate the safe and secure movement of staff and visitors and recording in the registration books.

Logistics:

Supervision of logistics and procurements at the regional level.  
Ensure that all requisitions are well received, recorded and procurement process started on a timely manner.
Monitor the collection process of quotations for the program-related expendable and non-expendables and market research to ensure best quality at least price and report these as per donor-specified formats or in OHW standard templates.
Ensure accountable, timely and cost-effective records of both fixed and current assets in the stores belonging to OHW, and donor agencies.
Report on material and personnel movements and update on operational logistics or security-related problems, if any, in a timely manner.
Provide monthly Logistics Report to the Senior Management Team and report on challenges or procurement delays, if any.
Ensure that the right goods are not only procured/ supplied, but are delivered to the requester at the right time and right location.
Ensure that received requisitions are with complete information and in accordance with procurement policy
Ensure that procurement decisions are in OHWs best interest with regard but not limited to Value for money, Use of reliable and ethical suppliers, Promotion the use of appropriate technology, Support local initiative and production where appropriate and possible.
Ensure that warehouse and stock records have been completed.
Check the transport section on weekly bases and provide advice, support and training
Attend budget and project meetings along with finance and program and take part on the preparing procurement plan and other related activities
Update the procurement plan along with budget holders to comply with the pipeline.
Any other related activities

REPORTING:

Provide monthly financial report to country office no later than 25th of each month including ( Cash book, Bank Book, Cash Counts, Bank Reconciliation Statement)
Ensure that all the supporting documents are in compliance to OHW financial policy and regulations and general payment criteria.
Submit the 6 months ministry of economic reports to relevant province department of economics after gaining approval from Kabul office.
Generation and submission of Financial report of quick book to OHW country office reporting department.

MANAGEMENT & COMMUNICATION:

Ensure all formal communication with teammates is done through official email.
Ensure the implementation of Financial Policy and procedures.
Schedule meetings for senior management team and all other external parties
assisting with the regional management on daily operational activities.
Managing internal and external stakeholder relations.
Responsible for audit and any other queries related to operation.
 
Maintain the back up of financial soft data on monthly basis in an external hard disk.
Any other tasks assigned by the management.
Actively participate in assist all events (Projects Financial Verifications, external assessments, external/internal audit events).
Maintain a strong communication with Finance Coordinator (Compliance) in order to ensure that all the projects financial requirements are met.
Provide assistance to Finance Coordinator (Donor Relation Department) in specific projects financial reporting.
To provide administrative support to Program and Finance Senior Management Team within the organization.
To undertake office telephone reception, including receiving messages for other staff.
To operate manual and computerized office systems, like filing papers and maintaining databases.
To undertake general office duties, for example;

Dealing with post, faxes, and internal and external e-mail enquiries.
Photocopying and collating papers and mailings.
Monitoring of stock of basic items, like stationery, paper, toner etc.
Ordering stationery, books, equipments and other items. 
Arranging travel and accommodation for field staff on a frequent basis.
Managing support staff duty schedules and other necessary tasks assignment.
Monitoring office cleanliness on daily basis.

Any other task assigned by the line manager.

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About Organization / Company: About Organization of Human Welfare (OHW):
The Organization of Human Welfare (OHW) is a non-governmental organization and is non-political, not-for-profit, and impartial organization with no bias towards a particular religion, ethnicity, or political belief. It has its own independent legal status and entity. OHW is operating since 2007 in the country with active membership with the national clusters and international donor agencies in Afghanistan including SWABAC, ACBAR, AICS, BAAG, AWN and most of the national and international Clusters operates based in Afghanistan .
Jobs Requirements: Job Requirements:
Bachelor Degree (Economics, Law, social science, Management).
Masters degree preferred.
Experience in office management or an administrative role.
Excellent communication and people management skills.
Excellent organizational and time management skills.
Proficiency in Microsoft Office.
Ability to multitask and prioritize.
Self-starter with strong problem-solving skills.
Submission Guideline: Submission Guideline:Interested and qualified candidates should send their cover letter with updated CVs to OHWs HR department Vacancies@ohw.org.af, Supplementary documents - degrees, certificates, etc. - should not be sent at this stage.Applications should be received by OHWs HR department on 11/April/2020 before 4:00 PM. And clearly, indicate the vacancy number and job title (Finance/Operation Coordinator /369) in their email subject line. Otherwise, their applications will not be considered.Only shortlisted candidates will be contacted for an interview. Submission Email:vacancies@ohw.org.af 
Gender: Any
Number of Post: 1
Vacancy Number: 369
Extension possibility: Yes
Nationality : Afghan

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