1.Position Information
Position Title: Administration and Finance Manager
Department: Administration and Finance
Reports To: General Manager / Managing Director
Duty Station: Kabul, Afghanistan
Employment Type: Full-time
2. Job Purpose
The Administration and Finance Manager is responsible for the overall management, coordination, and oversight of RGS financial, administrative, procurement, and office-support functions. The position ensures sound financial controls, accurate accounting and reporting, statutory and tax compliance, effective cash and banking management, efficient procurement and asset management, and well-organized administrative operations. The Manager provides timely financial and operational information to senior management to support planning, decision-making, accountability, and successful implementation of organizational and project activities.
3. Key Responsibilities
3.1 Financial Management and Accounting
Lead and oversee day-to-day financial management for RGS and its projects, ensuring compliance with approved budgets, internal controls, policies, and procedures.
Maintain accurate and complete accounting records and ensure all transactions are properly supported, coded, approved, and recorded in the accounting system, including QuickBooks where applicable.
Establish and maintain appropriate project and cost-center accounts to ensure clear financial tracking, transparency, and accountability.
Review payment requests, vouchers, invoices, receipts, advances, and supporting documents before processing and authorization.
Prepare and review monthly, quarterly, and annual financial reports, management accounts, cash-flow forecasts, and budget-versus-actual reports.
Monitor project expenditures against approved budgets and promptly identify variances, risks, or control weaknesses for management attention.
Ensure all financial records are organized and maintained in an audit-ready manner.
Coordinate internal and external audits and ensure timely provision of requested financial documentation and follow-up on audit recommendations.
3.2 Taxation, Statutory Compliance, Banking and Cash Management
Ensure accurate calculation, recording, withholding, and timely settlement of applicable taxes and other government/statutory payables in accordance with applicable requirements.
Maintain complete records of tax withholdings, payments, and supporting documentation.
Oversee banking activities, bank accounts, cash management, deposits, withdrawals, transfers, and authorized payments.
Review and approve monthly bank reconciliations and investigate and resolve outstanding or unusual items.
Monitor receivables, payables, staff advances, and project advances and ensure timely follow-up and clearance.
Maintain adequate cash-flow planning to support operational and project requirements while applying appropriate cash controls.
3.3 Budgeting, Financial Planning and Reporting
Lead the preparation of annual and project-specific budgets in coordination with senior management and relevant departments.
Monitor budget utilization and provide management with regular financial analysis and recommendations.
Prepare financial information and supporting schedules for donor, client, management, and project reporting requirements, where applicable.
Provide financial analysis to support procurement decisions, project costing, pricing, cash-flow planning, and business development.
3.4 Administration and Office Operations
Manage and coordinate day-to-day administrative operations and ensure an efficient, professional, and well-organized working environment.
Oversee office facilities, utilities, supplies, equipment, transportation, communications, and other administrative services.
Maintain organized administrative, contractual, personnel-support, and project files in accordance with RGS procedures.
Coordinate meetings, travel arrangements, logistics, schedules, and administrative support for management and project activities.
Develop and maintain appropriate administrative systems, controls, filing procedures, and records-management practices.
3.5 Procurement, Vendor and Asset Management
Oversee procurement activities in accordance with RGS policies, approved budgets, and applicable project or client requirements.
Coordinate quotation collection, bid comparison, vendor due diligence, purchase orders, contracts, and procurement documentation.
Maintain an updated vendor/supplier database and support transparent and cost-effective vendor management.
Oversee inventory and fixed-asset records, including issuance, custody, utilization, maintenance, verification, and disposal.
Ensure procurement and asset documentation is complete, properly approved, and readily available for review or audit.
3.6 Payroll and HR Administrative Support
Oversee preparation and review of monthly payroll and ensure accurate and timely payment of staff salaries and approved benefits.
Coordinate attendance, leave records, staff files, contracts, and other HR-related administrative documentation.
Ensure confidentiality and appropriate handling of employee and payroll information.
Coordinate with management and relevant staff on recruitment, onboarding, staff movements, and other administrative matters as assigned.
3.7 Internal Controls, Compliance and Risk Management
Strengthen and monitor internal financial and administrative controls to safeguard company resources and reduce operational and financial risks.
Ensure segregation of duties, appropriate authorization, documentation, reconciliation, and record-retention practices.
Identify financial, procurement, administrative, and compliance risks and recommend practical corrective measures.
Ensure company policies and procedures are communicated and consistently applied across relevant functions.
3.8 Team Leadership and Coordination
Supervise, guide, and support finance and administrative staff and promote accountability, teamwork, and professional performance.
Set priorities, assign responsibilities, review staff outputs, and provide technical guidance and feedback.
Coordinate effectively with senior management, project teams, suppliers, banks, government authorities, auditors, clients, and other stakeholders.
Travel to project sites, when required, to provide financial and administrative oversight and support.
Perform other duties and responsibilities assigned by senior management in support of RGS organizational and project objectives.
4. Reporting Line
Reports to: General Manager / Managing Director
5. Key Competencies
Financial management and accounting
Budgeting and financial analysis
Tax and statutory compliance
Procurement and contract administration
Internal controls and risk management
Team leadership and staff supervision
Planning, organization, and time management
Problem-solving and decision-making
Communication, coordination, and negotiation
Confidentiality, integrity, and professional ethics
6. Performance Expectations
Successful performance in this position will be demonstrated through accurate and timely financial reporting, effective budget and cash management, compliance with tax and statutory requirements, strong internal controls, well-maintained financial and administrative records, efficient procurement and asset management, timely payroll processing, and effective support to RGS management and project operations
