Finance and Administration Officer - UNDP Afghanistan
Finance and Administration Officer - UNDP Afghanistan
Finance and Administration Officer - UNDP Afghanistan
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Swiss Cooperation Office <strong>Afghanistan</strong><br />
Post title:<br />
FINANCE AND ADMINISTRATION OFFICER<br />
Organization: Swiss Agency for Development <strong>and</strong> Cooperation (SDC)<br />
Duty station:<br />
Kabul<br />
Duration:<br />
1 year (with subsequent option for permanent contract)<br />
Salary:<br />
As per SDC salary scale<br />
Job announced date: 13.06.2013<br />
Closing date: 27.06.2013<br />
Nationality:<br />
Afghan<br />
Experience:<br />
Minimum 5 years in development work in a comparable position<br />
Joining date:<br />
15 th August 2013 or as per agreement<br />
Background<br />
The Swiss Agency for Development <strong>and</strong> Cooperation (SDC) is Switzerl<strong>and</strong>’s international cooperation<br />
agency within the Federal Department of Foreign Affairs. Through its SDC office in Kabul, Switzerl<strong>and</strong> has<br />
been engaged in development cooperation with <strong>Afghanistan</strong> for the last 10 years. SDC is funding a<br />
program consisting of Humanitarian Aid <strong>and</strong> Development with a focus on Governance <strong>and</strong> Livelihood<br />
improvement. Gender mainstreaming <strong>and</strong> Conflict Sensitive Programme Management CSPM are the two<br />
cross-cutting issues (see www.sdc.org.af).<br />
Purpose of the post<br />
The <strong>Finance</strong> <strong>and</strong> <strong>Administration</strong> <strong>Officer</strong> ensures the efficient h<strong>and</strong>ling of certain finance <strong>and</strong> administrative<br />
matters within the Swiss Cooperation Office Kabul. She/he will report directly to the Head of <strong>Finance</strong> <strong>and</strong><br />
<strong>Administration</strong> <strong>and</strong> will work closely with the Senior <strong>Finance</strong> <strong>and</strong> <strong>Administration</strong> <strong>Officer</strong> <strong>and</strong> the Senior<br />
Office Manager. She/he guarantees a cost efficient <strong>and</strong> transparent utilization of financial <strong>and</strong> material<br />
resources in line with SDC’s instructions <strong>and</strong> guidelines <strong>and</strong> will prepare procurement procedures as well<br />
as organizing logistical activities. Among others she/he is responsible for the following tasks.<br />
Duties <strong>and</strong> Responsibilities<br />
• Prepare project contracts <strong>and</strong> m<strong>and</strong>ates in the SAP/Esprit system up to approval stage.<br />
• Supervision of finance related tasks like cash counts, account checks, bank transfers etc.<br />
• Coordinate in close collaboration with Head of <strong>Finance</strong> <strong>and</strong> <strong>Administration</strong> <strong>and</strong> the Senior <strong>Finance</strong><br />
<strong>and</strong> <strong>Administration</strong> <strong>Officer</strong> the quarterly finance planning <strong>and</strong> weekly cash forecasts.<br />
• Review <strong>and</strong> analyse financial reports submitted by partners, give relevant feedback <strong>and</strong> discuss<br />
the results with the Head of <strong>Finance</strong> <strong>and</strong> <strong>Administration</strong> <strong>and</strong> programme responsible.<br />
• Responsible for entering <strong>and</strong> control of bookings in our accounting program <strong>and</strong> monthly<br />
reconciliations of accounts.<br />
• Monitor 3 rd party reimbursements <strong>and</strong> prepare fund orders to our headquarters.<br />
• Responsible for proper project documentation.<br />
• Assist the Senior <strong>Finance</strong> <strong>and</strong> <strong>Administration</strong> <strong>Officer</strong> with the monthly payrolls <strong>and</strong> the tax<br />
calculation.<br />
• Prepare in close collaboration with the Head of <strong>Finance</strong> <strong>and</strong> <strong>Administration</strong> <strong>and</strong> the Senior <strong>Finance</strong><br />
<strong>Officer</strong> relevant documents for yearly audit.<br />
• Indentify potential suppliers/vendors <strong>and</strong> ascertain conditions of purchase <strong>and</strong> quotations.<br />
• Assess the SDC’s office supply needs <strong>and</strong> purchase required equipment, supplies <strong>and</strong> materials in<br />
coordination with the Head of <strong>Finance</strong> <strong>and</strong> <strong>Administration</strong> <strong>and</strong> ensure quality <strong>and</strong> quantity control<br />
of purchase orders.<br />
• Maintain functional accounting records of all inputs through inventory, stock <strong>and</strong> tracking records,<br />
issuance of receipts, waybills etc.<br />
• Review <strong>and</strong> maintain the local inventory list of all assets purchased.<br />
• Prepare reports on all procurement <strong>and</strong> logistics activities on a weekly basis.<br />
• Prepare reports on fuel <strong>and</strong> electricity consumption.<br />
• Ensure compliance with SDC code of conduct, rules <strong>and</strong> regulations for procurement <strong>and</strong> logistics<br />
in all aspects.
Qualification <strong>and</strong> requirements<br />
• University degree in Economics, Business <strong>Administration</strong> or other related fields.<br />
• At least 5 years of relevant experience in development work in a comparable position.<br />
• Excellent communication skills with high level of written <strong>and</strong> oral faculty of expression in English.<br />
• Proven experience as a team player.<br />
• Ability to prepare clear <strong>and</strong> concise reports.<br />
• Proficient in computer applications (MS Office: Excel, Word, PowerPoint, Outlook).<br />
• Proven experience in logistic procedures.<br />
• SAP experience would be considered as an asset.<br />
• High level of precision <strong>and</strong> used to manage complex processes with excellent results.<br />
• Ability <strong>and</strong> willingness to work in a multi-disciplinary <strong>and</strong> multi-cultural team.<br />
• Resilient to high workload <strong>and</strong> ability to work independently <strong>and</strong> under time pressure.<br />
Submission of Applications<br />
Interested Afghan c<strong>and</strong>idates are kindly requested to submit their applications before 27 th June 2013 to the<br />
E-mail address kabul@sdc.net with the subject line: Application <strong>Finance</strong> <strong>and</strong> <strong>Administration</strong> <strong>Officer</strong>.<br />
IMPORTANT<br />
Each application must contain (1) an updated CV, (2) a covering letter which should include why you think<br />
you are suitable for this position, salary expectations, your weaknesses <strong>and</strong> strengths, <strong>and</strong> (3) three work<br />
references of people that are not related to you. Only complete submissions will be taken into<br />
consideration. Kindly ensure that you meet all requirements before applying.<br />
Only short-listed c<strong>and</strong>idates will be contacted.<br />
We encourage female c<strong>and</strong>idates to apply.<br />
Address:<br />
Swiss Agency for Development <strong>and</strong> Cooperation (SDC)<br />
H 55/56, Street 13, Lane 3rd right, Wazir Akbar Khan, Kabul, <strong>Afghanistan</strong><br />
kabul@sdc.net