Job Purpose
The Project Finance Coordinator is responsible for planning, coordinating, supervising and controlling all financial management activities of donor-funded projects implemented across Kandahar Region, including Kandahar, Helmand, Zabul and Urozgan Provinces. The position provides financial leadership to regional finance teams, maintains strong internal controls, supports donor compliance, reviews all financial transactions before submission to the Main Office, and ensures timely financial reporting and budget management.
Key Responsibilities:
1. Regional Financial Management:
· Maintain cashbooks
· Review and reconcile cashbooks to ensure accuracy and completeness.
· Verify that taxes are deducted in accordance with Afghanistan tax laws.
· Reconcile cash and bank balances with the corresponding cashbooks.
· Ensure all expenses are charged to the appropriate projects and budget lines.
· Create and update the Chart of Accounts in QuickBooks and share it with project focal points and the Head of Finance (HoF).
· Record all financial transactions accurately in QuickBooks.
· Reconcile cashbooks with QuickBooks records on a regular basis.
· Perform monthly bank reconciliations for both the Main Office (MO) and Field Offices (FO) in QuickBooks.
· Record all bank transfer transactions for Field Offices and ensure timely monthly reconciliations.
· Ensure all tax payments are accurately recorded and submitted to the tax authorities on time.
· Maintain organized, complete, and secure financial records and supporting documentation.
· Review staff advances and ensures their timely liquidation and settlement of outstanding balances.
· Review daily financial activities performed by Finance Officers to ensure accuracy and compliance.
· Monitor project expenditures against approved budgets and identify any variances.
· Review all financial transactions before submission to the Kabul Main Office.
· Ensure accounting records are complete, accurate, and properly coded.
· Verify compliance with organizational financial policies, donor requirements, and applicable regulations.
· Provide technical guidance and financial support to Finance Officers.
· Support payroll preparation and review payroll-related financial documentation for accuracy.
· Assist in the preparation of donor financial reports and support audits, spot checks, and financial reviews.
· Ensure all financial transactions comply with organizational policies, donor regulations, and statutory requirements.
· Coordinate with Operations, Procurement, Human Resources, and Program departments on financial matters.
· Monitor accounts payable and receivable and follow up on outstanding balances to ensure timely settlement.
· Maintain strict confidentiality of all financial information and records.
· Identify financial discrepancies and promptly report them to the Finance Manager for appropriate action.
2. Team Supervision:
· Directly supervise Finance Officers working in four provinces.
· Allocate work responsibilities and monitor staff performance.
· Review monthly work plans of Finance Officers.
· Conduct regular coaching and mentoring sessions.
· Identify capacity gaps and organize on-the-job training.
· Conduct periodic performance evaluations.
3. Budget Management:
- Monitor project budget utilization.
- Review Budget versus Actual (BVA) reports.
- Analyze overspending and underspending.
- Coordinate budget revisions with Finance officers.
4. Documents Review and Recording:
- Payment Vouchers
- Journal Vouchers
- Cash Payment Vouchers
- Bank Payment Vouchers
- Cash Received Vouchers
- Bank Received Vouchers
5. Financial Reporting:
- Coordinate with all Finance Officers in Kandahar Province to review and finalize monthly financial reports before submission to the Kabul Main Office.
- Consolidate and review financial reports for the BPHS Acceleration ECD Project from Kandahar, Helmand, Urozgan, and Zabul Provinces before submitting them to the Kabul Main Office.
- Review monthly financial reports for the CBNI and Health Camp Projects and submit them to the Kabul Main Office within the required deadlines.
- Verify the accuracy, completeness, and supporting documentation of all financial reports before submission.
- Monitor the timely submission of monthly financial reports from all regional and field offices.
- Identify and resolve discrepancies or inconsistencies in financial reports in coordination with Finance Officers.
- Prepare financial summaries and management reports for the Kabul Main Office Finance Department as required.
- Maintain proper records and filing of all submitted financial reports for audit and donor compliance purposes.
6. Compliance:
· Ensure compliance with donor financial regulations.
· Ensure compliance with OPHCD financial policies and procedures.
· Review supporting documents for completeness.
· Verify procurement documentation before payment.
· Monitor compliance with Afghanistan tax regulations.
· Monitor compliance with labor laws affecting payroll and benefits.
7. Internal Controls:
· Strengthen financial control systems across the region.
· Conduct regular financial compliance reviews.
· Perform surprise cash counts.
· Monitor segregation of duties.
· Prevent fraud, misuse of funds and financial irregularities.
· Recommend improvements to financial procedures.
8. Field Monitoring:
· Conduct regular monitoring visits to Kandahar, Helmand, Urozgan and Zabul Provinces.
· Review financial documentation at field offices.
· Verify cash management practices.
· Review procurement files.
· Review payroll documentation.
· Verify fixed asset registers.
· Provide on-site coaching to Finance Officers.
· Prepare field monitoring reports with recommendations.
9. Key Performance Indicators (KPIs):
· Timely submission of monthly financial reports.
· Timely bank and cash reconciliations.
· Zero major audit findings.
· High-quality financial documentation.
· Accurate accounting records.
· Effective supervision of Finance Officers.
· Timely response to Main Office financial requests.
