Purpose of the Position:
The Deputy of the Kabul Historic Gardens Trust (KHGT) supports the Director of the KHGT in the overall management, Finance, operation, and maintenance of the gardens. The role ensures efficient day-to-day operations, proper administration, sound financial management, and compliance with organizational policies and procedures.
The Deputy of the Kabul Historic Gardens Trust (KHGT) reports to the Director of KHGT and to the Board, which consists of senior representatives from Kabul Municipality, the Ministry of Information and Culture, and Aga Khan Cultural Services–Afghanistan (AKCSA).
Key Responsibilities:
Operations and Gardens Management:
- Assist in planning, coordinating, and supervising daily garden operations and maintenance activities.
- Ensure gardens are maintained to the required standards of safety, aesthetics, and functionality.
- Monitor implementation of seasonal planting, landscaping, irrigation, and maintenance plans.
- Supervise subordinates and ensure tasks are completed efficiently and as per the schedule.
- Identify operational challenges and recommend practical solutions to the Director of the KHGT.
Administration and Human Resources:
- Oversee administrative functions related to garden operations.
- Monitor and support personnel scheduling, attendance tracking, leave management, and duty rosters.
- Ensure personnel comply with internal policies, procedures, and codes of conduct.
- Assist in recruitment, onboarding, and performance monitoring of garden staff.
- Maintain accurate administrative records and reports.
Financial Management and Accounts:
- Drive financial sustainability by initiating new activities to increase visitor flow, organizing additional events, and optimizing facility leasing opportunities.
- Ensure that all generated revenues are properly safeguarded, free from corruption or embezzlement, and transferred in a timely and transparent manner to the designated bank accounts.
- Facilitate External audit and follow up on the implementation of audit recommendations and action plans.
- Support preparation and monitoring of operational budgets for garden activities.
- Oversee day-to-day financial transactions related to the gardens, including petty cash and routine expenditures.
- Review invoices, purchase requests, and expense claims for accuracy and compliance.
- Coordinate with the Accounts/Finance Department to ensure timely payments and financial reporting.
- Maintain proper financial documentation and support reviews and audits.
Procurement and Assets:
- Assist in planning and managing procurement of tools, plants, equipment, and consumables.
- Ensure proper inventory control and asset management of garden equipment and supplies.
- Monitor usage of resources to minimize waste and control costs.
Monitoring, Reporting, and Compliance:
- Prepare regular operational, administrative, and financial reports for management.
- Ensure compliance with health, safety, environmental, and organizational standards.
- Support inspections and assessments related to garden operations.
- Take appropriate corrective actions and promptly report any risks, incidents, or irregularities to the Director of KHGT.
- Ensure implementation and monitoring of the KHGT Operational Plan, update it as necessary, and submit revisions to the Board for review and approval
Coordination and Representation:
- Liaise with garden managers, internal departments, contractors, community, Emirati institution – police, Municipal district, and service providers.
- Represent the Director of the KHGT in meetings when delegated.
- Support coordination of events or special activities held in the gardens.
Authority and Decision-Making:
- Make routine operational and administrative decisions within delegated authority.
- Recommend expenditures and operational improvements to the Director of the KHGT.
- Supervise staff and enforce compliance with approved procedures.
Liaison with the Ministry of Economy (MoEc):
- Maintain an effective working relationship with the Ministry of Economy (MoEc).
- Ensure that all correspondence, directives, and guidelines issued by the MoEc are promptly reviewed, responded to, and implemented as required.
- Prepare and submit semi-annual reports to the MoEc on time.
- Ensure that all statutory and registration documents— including the Articles of Association (Asasnama) of KHGT and Board meeting minutes are regularly updated and shared with the MoEc as required.
Board:
- Lead Board meetings and prepare accurate and timely minutes.
- Ensure implementation and oversight of decisions approved by the Board.
- Prepare and submit all required reports prior to and following Board meetings.
- Participate in Board meetings and present organizational achievements, challenges, and development plans for review and approval by the Board.
