Job Description:

1. Background:

To improve the efficiency of Admin/HR, finance, and procurement processes at the provincial level, WASSA intends to appoint Provincial Focal Points. These individuals will act as primary contacts for coordinating Admin/HR finance and procurement activities within their designated provinces.

2. Objective:

The goal is to ensure effective management of Admin/HR, finance, and procurement activities through centralized coordination, oversight, and support at the provincial level.

3. Scope of Work:

The Provincial Focal Points will be responsible for:

Admin/HR:

• Updating, reviewing, and enhancing administrative systems, policies, and procedures under the supervision of the line manager.
• Revising forms, manuals, templates, and report formats for the admin department as directed by the line manager.
• Planning, scheduling, and promoting organizational events such as meetings, conferences, interviews, orientations, and training sessions in close collaboration with relevant departments.
• Recruiting and training personnel while coordinating responsibilities and office space in conjunction with Project Managers.
• Assisting in hiring, training, and evaluating staff under the line manager’s supervision, taking corrective actions as necessary.
• Assessing staff performance and providing coaching and guidance to maximize efficiency.
• Creating and updating the organization’s inventory list in both hard and soft formats.
• Verifying the inventory list for the main office and other branches on a quarterly basis.
• Supervising daily operations of the administrative department and its staff.
• Updating and implementing HR strategies and initiatives that align with the overall organizational strategy.
• Planning, organizing, and controlling the activities and functions of the Admin/HR department.
• Ensuring building maintenance, office equipment, furniture, and seasonal readiness.
• Maintaining cleanliness in all offices through the subordinate team.
• Managing staff movement and transportation logistics.
• Coordinating travel arrangements, including accommodation for guests and traveling staff.
• Collaborating with security personnel to ensure the safety of staff and assets, especially in high-risk areas.

Finance Coordination:

• Overseeing budget management and financial planning processes for projects within the province.
• Ensuring adherence to financial policies and procedures.
• Reviewing and verifying financial reports, statements, and other finance-related documents before submission to the central finance teams.
• Coordinating with provincial departments to resolve financial issues and discrepancies.

Procurement Coordination:

• Managing procurement processes for goods and services at the provincial level.
• Ensuring compliance with procurement policies, regulations, and standards.
• Assisting in preparing procurement plans and necessary documentation.
• Reviewing and verifying procurement requests, purchase orders (POs), and other related documents.

Reporting and Documentation:

• Maintaining accurate records of financial and procurement activities.
• Preparing and submitting regular reports to relevant departments in the main office.
• Documenting and tracking financial and procurement transactions and outcomes.

Capacity Building:

• Providing training and support to provincial staff on financial and procurement procedures.
• Identifying and addressing capacity gaps and operational challenges.

Liaison and Communication:

• Acting as the main point of contact between the provincial office and the main office.

Procurement:

• Facilitating the purchasing process.
• Participating in procurement planning and assessment as necessary.
• Reporting procurement issues to the Procurement Manager.
• Performing any other tasks assigned by the supervisor.

Job Requirements:

• A degree in Business Management, Economics, or a related field from a recognized university or institution.
• At least 3 years of experience in a similar position or equivalent in NGOs.
• Fluency in Dari, Pashto, and English, both written and spoken.
• Proficient in computer skills, particularly with MS Office applications.
• Familiarity with planning, budgeting, and report writing.
• Honest, proactive, and well-mannered.
• Willingness to work, live, and travel in complex and challenging environments.

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