Deputy Director of Administration and Finance

JOB DESCRIPTION & SPECIFICATIONS

Job title	Deputy Director of Administration and Finance
Job location	Kabul, with travel to provinces as required
Report to	Executive Director

SUMMARY OF KEY FUNCTIONS

The Deputy Director of Administration and Finance will oversee the administrative and financial operations of AUA company. This position requires a seasoned professional with a comprehensive understanding of operations fields including administration, human resources, finance, procurement, logistics, and other operational areas to ensure the success and efficiency of the company and its projects.

The Deputy Director of Administration and Finance plays an essential role in ensuring the successful execution of the projects within the AUA mining and production of construction materials company. The ideal candidate possesses a blend of financial acumen, operational expertise, leadership skills, and effective communication abilities to drive projects success and operational excellence.

Key Responsibilities:

Financial Management:

Develop and execute financial strategies aligned with the goals of the company's project.
Monitor financial performance, prepare financial reports, and ensure compliance with company's budget constraints.
Oversee financial risk management and internal controls of the projects.
Conduct detailed financial analysis to identify cost-saving opportunities and optimize financial performance.
Provide effective solutions for the financial team to assess financial risks and implement effective risk management strategies.
Control and ensure the implementation and compliance of the company's financial procedures in accordance with national and international accepted standards.
Provide practical plans for cost-saving measures within the company.
Evaluate company and its projects profitability and provide recommendations to leadership for enhancing financial outcomes.
Prepare financial reports and presentations for senior management and project stakeholders.

Administrative:

Lead and supervise the administrative team to ensure efficient office operations and support services.
Coordinate administrative activities across technical departments to streamline processes and enhance productivity.
Manage office facilities, equipment, and supplies to meet project needs effectively.
Resolve ministrative issues and provision of strategic solutions to ensure and maintain high-quality services.
Conduct periodic evaluations of administrative processes and providing suggestions for improvement.
Provide practical plans and advices for enhancing the institutional capacity of the company.
Serve as a point of contact for administrative matters and liaise with internal and external stakeholders as needed.

Human Resources Management:

Develop HR strategies to optimize workforce productivity and engagement on the projects of the company.
Oversee all HR functions related to, including recruitment, onboarding, training, and performance management.
Address employee relations issues and provide guidance on conflict resolution.
Implement HR initiatives to promote employee engagement and well-being.
Design and implementation of required programs to enhance the individual and structural capacity of employees within the company.
Manage workforce planning and resource allocation to meet project and company's requirements.
Provide quarterly reports and evaluation of existing human resource capacities within the company.

Procurement and Contracts Management:

Lead procurement activities for project materials, equipment, and services.
Negotiate contracts with vendors and suppliers to secure favourable terms for the project.
Ensure procurement processes are efficient, cost-effective, and in compliance with project guidelines.
Implement logistics strategies to address supply chain challenges and mitigate risks.
Track and analyze logistics data to identify trends, patterns, and areas for improvement.
Collaborate with logistics partners and service providers to enhance transportation and distribution networks.
Provision of practical plans and advices for possible facilities of procurement processes.
Ensure compliance with logistics regulations, safety standards, and environmental guidelines.

Project Budgeting and Planning:

Develop and manage project budgets, track expenditures, and analyse variances.
Collaborate with project managers to forecast financial needs and allocate resources effectively.
Conduct regular financial reviews to identify cost-saving opportunities and mitigate financial risks.
Provide monthly and quarterly reports to company's leadership

Risk Management and Compliance:

Identify project-related risks and develop risk mitigation strategies.
Ensure compliance with legal and regulatory requirements throughout the project lifecycle.
Provide necessary advice to leadership to mitigate administrative and financial risks

Key Results Expected:

Financial Stability and Efficiency:

Ensure the project operates within budgetary constraints and achieves financial targets and Implement cost-saving measures and optimize financial processes to maximize profitability.

Operational Excellence:

Streamline or simplify that administrative and financial department processes and workflows in accordance with national and international accepted standards.

Effective Resource Management:

Efficiently manage project resources including finances, personnel, materials, and equipment to meet project milestones and objectives.

Risk Mitigation and Compliance:

Identify and address potential risks to the project proactively, minimizing disruptions and losses.

Team Development and Leadership:

Lead and mentor the administration and finance team to enhance their performance to promotes culture of teamwork and professional growth.

Efficient Procurement and Logistics Operations:

Ensure timely procurement of materials and services, optimizing costs and quality.

Accountabliity and Transparency:

Accountability in administrative and financial matters and providing accurate and transparent reports to the company's leadership.

Core Competencies:

Financial Insight: Demonstrated ability to develop and implement financial strategies, conduct in-depth financial analysis, monitor budget performance, and optimize financial processes to maximize profitability and operational efficiency.
Leadership and Team Management: Proven track record of leading and mentoring multi-disciplinary teams, fostering a collaborative work environment to enhance team performance and professional development.
Risk Management and Compliance: Expertise in identifying and mitigating risks, implementing internal controls, and ensuring compliance with legal, regulatory, and industry standards to safeguard project assets and maintain operational integrity.
Strategic Planning and Decision-Making: Proficiency in strategic planning, data analysis, and decision-making processes to drive company's success, identify opportunities for improvement, and make informed decisions that align with company's and project goals and objectives.
Resource Optimization: Ability to efficiently manage resources, including finances, personnel, materials, and equipment, to support project milestones and objectives effectively while maximizing resource utilization and minimizing costs.
Communication and Interpersonal Skills: Strong communication skills in national and international languages, adept at conveying complex information clearly and effectively, fostering collaboration, resolving conflicts, and promoting a positive work environment.

Education:

A master's degree in a relevant field, such as Business Administration (MBA), Finance, Public Administration or Project Management, is highly preferred.
Knowledge of operations management principles, supply chain management, and logistics is advantageous for overseeing the operational aspects of the project.
Knowledge of financial planning, forecasting, and risk assessment enhances the ability to make strategic decisions.
Familiarity with quick book or other financial and accounting software's

Work Experience:

Minimum of 10 years of progressive experience in operations management, finance, and administration, preferably in the mining or construction field.

Language Skills:

Strong proficiency in both national languages are essential
Ability to communicate clearly and concisely in English, both verbally and in writing.

Ethics and Integrity:

High ethical standards, integrity, and the ability to handle sensitive and confidential information with discretion and professionalism.