Admin Finance Officer

About the Company

Akramzada International

Akramzada International is a regional trading company with deep roots in Afghanistan, having been established in 2001. The company has strategically expanded its operations across Asia and the Middle East, providing services to major organizations in challenging environments. Akramzada International is involved in various sectors, including international trade services, logistics, construction and infrastructure support, consulting, and technology solutions. The company is listed under the Financial Institution category on ConnectUB and serves customers looking for trusted options in Kabul, Afghanistan. Akramzada International is also recognized for its commitment to excellence and has a proven track record of delivering outstanding services to some of the world's leading organizations.

Job Summary

Job Summary

The Admin and Finance Officer is responsible for providing efficient financial, accounting, administrative, and operational support to ensure the smooth and effective functioning of the company. The position manages day-to-day financial transactions, accounting records, cash and bank management, payroll administration, financial documentation, and administrative operations in compliance with company policies, internal procedures, and applicable legal and regulatory requirements.

The Admin and Finance Officer supports the General Manager and senior management in maintaining sound financial management, effective internal controls, accurate record keeping, and efficient office administration. The position also provides administrative support for procurement, logistics, human resources, and overall company operations to ensure effective business management and operational efficiency.

Major Areas of Responsibilities

I. Financial Management

• Process all financial transactions, including payment requests, supplier invoices, purchase orders, staff advances, expense claims, payroll, and other company expenditures in accordance with established financial procedures.
• Verify that all financial transactions are supported by complete, accurate, and properly authorized documentation before processing.
• Ensure all expenditures are charged to the correct company budget lines and comply with approved budgets, financial policies, and applicable regulations.
• Maintain effective internal financial controls and ensure compliance with company financial policies and procedures.
• Support budget monitoring by tracking expenditures against approved company budgets and promptly reporting any variances or potential overspending to the General Manager and Finance Department.
• Assist in preparing financial forecasts, expenditure analyses, and budget monitoring reports as required.
• Ensure company expenditures are processed accurately and within established financial deadlines.

II. Accounting and Bookkeeping

• Record all financial transactions accurately and on a timely basis in the approved accounting system (QuickBooks or other designated accounting software).
• Ensure accounting records are complete, accurate, and regularly updated.
• Maintain company cashbooks, bank books, journals, and other accounting records.
• Verify the accuracy of accounting entries and supporting documentation before posting.
• Ensure all accounting records are maintained in accordance with company accounting policies and generally accepted accounting principles.
• Assist the Finance Department in preparing monthly financial reports and account reconciliations.

III. Cash and Bank Management

• Maintain adequate cash balances to support daily company operations while ensuring compliance with cash management procedures.
• Prepare cash withdrawal requests and coordinate banking transactions as required.
• Record all cash and bank transactions on a daily basis.
• Prepare monthly bank reconciliations and ensure bank balances agree with accounting records.
• Maintain regular communication with local banks regarding account transactions, bank statements, transfers, and other banking matters.
• Safeguard cash, cheque books, banking documents, and other financial instruments in accordance with company procedures.
• Monitor outstanding advances and support their timely settlement.

IV. Payroll and Tax Administration

• Prepare, verify, and process monthly payroll for company employees in accordance with employment contracts, attendance records, and company policies.
• Verify employee attendance sheets, leave records, and supporting documentation before payroll processing.
• Calculate statutory tax deductions and other authorized deductions in accordance with applicable laws and company policies.
• Prepare payroll summaries, tax reports, and related documentation.
• Ensure payroll payments are processed accurately and within scheduled deadlines.
• Maintain confidentiality of payroll information and employee financial records.

V. Administrative Management

• Support the day-to-day administrative operations of the company to ensure efficient business operations.
• Maintain office filing systems, administrative records, and correspondence in both electronic and hard-copy formats.
• Coordinate office supplies, stationery, utilities, and administrative resources to ensure uninterrupted company operations.
• Maintain inventory records of office equipment, furniture, and other company assets in coordination with the Logistics or Administration Department.
• Assist in organizing meetings, workshops, training sessions, and official events, including venue arrangements, participant lists, logistics, and documentation.
• Prepare official letters, memos, correspondence, and other administrative documents as required.
• Support travel arrangements, accommodation bookings, transportation coordination, and travel documentation for company employees when required.
• Ensure proper management, archiving, and confidentiality of administrative records and company documentation.

VI. Procurement and Logistics Support

• Provide administrative support to procurement processes in accordance with company procurement policies and procedures.
• Assist in preparing procurement requests, purchase documentation, supplier files, and payment packages.
• Coordinate with Procurement and Logistics staff to ensure timely delivery of goods and services.
• Verify procurement documentation prior to payment processing.
• Maintain organized procurement records and contract files for company purchases and business activities.
• Support asset registration, inventory verification, and periodic physical asset counts.

VII. Filing and Documentation

• Ensure all payment vouchers are properly coded, approved, and supported by complete documentation before filing.
• Verify that all invoices and payment documents are stamped "PAID" prior to filing.
• Maintain complete financial files, including payment vouchers, bank documents, payroll records, contracts, tax documentation, procurement files, and supporting documents.
• Ensure financial and administrative documents are properly indexed, archived, and easily retrievable.
• Maintain both electronic and hard-copy filing systems in accordance with company record management procedures.
• Ensure confidentiality and secure storage of financial and administrative records.

VIII. Audit, Compliance, and Internal Control

• Ensure compliance with company financial policies, administrative procedures, applicable national laws, and regulatory requirements throughout business operations.
• Maintain effective internal controls to safeguard company funds, assets, and financial records.
• Verify that all financial transactions are properly authorized, adequately supported, and processed in accordance with delegated authority levels.
• Support internal audits, external audits, regulatory inspections, and other financial reviews by preparing and providing complete, accurate, and timely financial and administrative documentation.
• Follow up on audit findings and recommendations in coordination with the General Manager and Finance Department.
• Ensure compliance with document retention and record management requirements in accordance with company policies and applicable regulations.
• Promote financial accountability, transparency, and proper stewardship of company resources.

IX. Financial and Administrative Reporting

• Prepare and submit timely daily, weekly, and monthly financial and administrative reports as required by the General Manager and Finance Department.
• Support the preparation of monthly financial statements, budget utilization reports, cash forecasts, and expenditure analyses.
• Maintain accurate records of company expenditures, advances, payroll, taxes, procurement transactions, and administrative activities.
• Monitor outstanding advances and ensure timely liquidation in accordance with company procedures.
• Report financial discrepancies, operational challenges, or compliance concerns to the General Manager without delay.
• Support the preparation of financial statements, management reports, and other financial documentation required by senior management.

X. Safeguarding, Ethics, and Professional Conduct

• Comply with all company policies, procedures, and codes of conduct, including Prevention of Sexual Exploitation and Abuse (PSEA), Child Protection, Safeguarding, Anti-Fraud and Anti-Corruption, Conflict of Interest, and Data Protection policies, where applicable.
• Maintain the highest standards of integrity, confidentiality, accountability, and professionalism in all financial and administrative matters.
• Protect confidential financial, personnel, procurement, customer, and business information from unauthorized access or disclosure.
• Promote gender equality, disability inclusion, accountability to customers and stakeholders, and the "Do No Harm" principle throughout company operations.
• Immediately report suspected fraud, financial irregularities, safeguarding concerns, misconduct, or other violations through established company reporting mechanisms.
• Maintain respectful and professional working relationships with colleagues, business partners, suppliers, customers, and government authorities.

XI. Other Responsibilities

• Support company start-up, business operations, expansion, monitoring, and operational improvement activities related to finance and administration.
• Participate in staff meetings, management meetings, coordination meetings, capacity-building sessions, and other company activities as required.
• Provide administrative and financial support during business visits, monitoring missions, evaluations, and field supervision visits.
• Perform any other duties assigned by the General Manager or Finance Manager that are relevant to the position and consistent with the level of responsibility.

Additional Job Responsibilities

The duties and responsibilities described above are not exhaustive. The post holder may be required to undertake additional tasks consistent with the nature of the position and commensurate with their qualifications and experience. Responsibilities may be adjusted to meet evolving business needs, company priorities, regulatory requirements, and operational circumstances while ensuring the effective functioning and development of the company.

PSEA Declaration and Vetting Procedure

As a company committed to upholding the highest standards of integrity, accountability, and professional conduct, we are dedicated to preventing sexual exploitation, abuse, and harassment in all our operations. We expect all employees to maintain a zero-tolerance policy towards any form of sexual exploitation, sexual abuse, or harassment.

By applying for this position, you agree to adhere to the company's safeguarding and professional conduct principles and report any concerns or incidents related to misconduct promptly to the designated focal point within the company. Failure to comply with these standards may result in disciplinary action, up to and including termination of employment.

As part of our commitment to safeguarding individuals and maintaining a safe working environment, we conduct an appropriate vetting process for all candidates. This may include inquiries into any past allegations, investigations, or disciplinary actions related to sexual misconduct.

We may ask references to confirm whether the candidate has ever been subject to any such issues, left employment pending an investigation, or refused to cooperate with an investigation related to sexual exploitation and abuse (SEA).

• Competencies

Passionate about work and teamwork-oriented.

Strong problem-solving, communication, interpretation, and analytical skills.

Ability to coordinate, monitor, and evaluate business and operational activities.

Willingness to work under challenging conditions and meet tight deadlines.

Ability to work under pressure and manage multiple responsibilities.

Willingness to travel to company branches and business locations based on operational needs.

Self-motivated, well-organized, and capable of planning and prioritizing tasks.

Professional communication, coordination, and representation skills.

II. Core Competencies

Highly motivated with effective verbal and written communication skills, both individually and in groups.

Experience utilizing computers, including word processing, spreadsheets, and other software packages.

Familiarity with business operations, organizational coordination, and administrative management.

Financial management and internal control.

Planning and organizing.

Respectful attitude, cultural awareness, and professional sensitivity.

Flexibility, consistency, and sound work ethics.

Integrity, loyalty, confidentiality, and professional discretion.

III. Qualifications and Experience

Education

Bachelor's degree in Business Administration, Finance, Accounting, or any other related field. Relevant professional certifications and additional years of experience will be considered an advantage.

Full and advanced knowledge of MS Office Package.

Knowledge of accounting software such as QuickBooks or other accounting systems.

Work Experience

Minimum of 3 years of progressively responsible experience in finance, accounting, and administration.

Previous experience working with private companies, commercial organizations, NGOs, or other established institutions is highly desirable.

Demonstrated experience in bookkeeping, payroll administration, cash and bank management, financial reporting, and office administration.

Experience using QuickBooks or other computerized accounting systems is required.

Experience supporting procurement and logistics processes is an asset.

IV. Knowledge and Skills

Sound knowledge of accounting principles, financial management, and internal control systems.

Good understanding of financial compliance requirements, applicable regulations, and company financial procedures.

Proficiency in QuickBooks or other accounting software.

Excellent computer skills, particularly in Microsoft Excel, Word, Outlook, and PowerPoint.

Strong numerical, analytical, and problem-solving skills.

Excellent organizational and time-management skills with the ability to manage multiple tasks and meet tight deadlines.

Strong attention to detail and commitment to accuracy.

Excellent communication and interpersonal skills with the ability to work effectively as part of a multidisciplinary team.

Ability to maintain confidentiality and handle sensitive financial information with discretion.

Ability to work independently with minimal supervision while maintaining a high level of accountability.

Willingness to travel to company branches and operational locations when required.

Fluency in Dari and/or Pashto is required.

Working knowledge of English, including written and verbal communication and report-writing skills, is preferred.

• Working Conditions

The position is based at the company's head office, with regular travel to company branches and operational locations as required. The post holder may be required to work outside normal working hours during periods of high workload, audits, management visits, or critical business deadlines.

The position requires strict adherence to company policies, financial regulations, internal procedures, and security requirements.

VI. Language Skills

Fluency in Dari and/or Pashto, along with English language skills (writing, speaking, reading, and understanding).

Interested and qualified candidates can submit their CVs along with a cover letter to the HR Department of AZI through the link address:

[email protected]

Please note, while sending your C.V & Cover letter, please mention the vacancy number and position in the subject line, application re ceived after the closing date and without subject line will not be taken in consideration. Local applicants from the same province are encouraged to apply and will be given priority. Due to huge number of applications, only those applicants who meet the minimum qualification and requirements for the mentioned position will be contacted for the written test and interview.