Finance Officer (Female)

The Finance Officer will be responsible for managing and monitoring the day-to-day financial operations of Shahana Pharma, ensuring that all financial transactions, sales, collections, expenses, receivables, payments, and supporting documents are accurately recorded, properly controlled, and reported on time. The Finance Officer will support the Country Manager in maintaining strong financial discipline and ensuring that the company's pharmaceutical, baby cereal, infant milk formula, and wholesale operations are supported by accurate and transparent financial records.

The position will also coordinate financial reporting between the Kabul office and the Shahana Pharma Hotel Parwan Wholesale Centre

1. Position Purpose

The Finance Officer will be responsible for managing and monitoring the day-to-day financial operations

of Shahana Pharma, ensuring that all financial transactions, sales, collections, expenses, receivables,

payments, and supporting documents are accurately recorded, properly controlled, and reported on

time. The Finance Officer will support the Country Manager in maintaining strong financial discipline

and ensuring that the company's pharmaceutical, baby cereal, infant milk formula, and wholesale

operations are supported by accurate and transparent financial records. The position will also

coordinate financial reporting between the Kabul office and the Shahana Pharma Hotel Parwan

Wholesale Centre.

2. Key Responsibilities

A. Accounting & Financial Records

1. Maintain accurate and up-to-date daily financial records.

2. Record sales invoices, receipts, purchases, expenses, and other financial transactions.

3. Maintain customer and supplier accounts.

4. Maintain proper records of cash and credit sales.

5. Record all collections received from customers.

6. Maintain organized financial files and supporting documents.

7. Ensure that all financial transactions are properly authorized and documented.

8. Assist in maintaining the company's accounting system and financial databases.

9. Review accounting records for accuracy and completeness.

10. Ensure financial records are maintained confidentially and securely.

B. Cash & Bank Management

1. Maintain daily cash records and cash balances.

2. Reconcile cash transactions on a regular basis.

3. Coordinate bank transactions and maintain supporting documentation.

4. Prepare daily and weekly cash reports.

5. Monitor cash receipts and payments.

6. Ensure that cash is not disbursed without proper authorization and supporting documents.

7. Report any cash discrepancies immediately to the Country Manager.

8. Maintain proper records of petty cash and operational payments.

C. Accounts Receivable & Collections

1. Maintain an updated customer receivables list.

2. Monitor outstanding customer balances.

3. Prepare customer statements when required.

4. Follow up on outstanding receivables in coordination with the Country Manager and Sales

Team.

5. Record all customer collections accurately and promptly.

6. Monitor customer credit limits and payment terms.

7. Report overdue accounts to the Country Manager.

8. Coordinate with the Sales Team regarding collection priorities.

9. Prepare weekly receivables and collection reports.

D. Sales & Revenue Control

1. Ensure all sales are properly invoiced and recorded.

2. Verify sales documents before financial recording.

3. Reconcile sales invoices with delivery documents and customer confirmations.

4. Coordinate with the Warehouse Officer regarding stock issued against sales.

5. Reconcile daily sales with cash and credit collections.

6. Monitor sales revenue by product, customer, and sales channel.

7. Identify and report discrepancies between sales, invoices, collections, and delivery records.

8. Coordinate with the Parwan Wholesale Centre regarding sales and financial reporting.

E. Expense & Payment Control

1. Record all approved operating expenses.

2. Verify supporting documents before processing payments.

3. Ensure expenses have the required approval.

4. Maintain proper payment vouchers and supporting documents.

5. Monitor recurring operational expenses.

6. Prepare periodic expense reports for management.

7. Report unusual, unsupported, or unauthorized expenses to the Country Manager.

8. Maintain a clear audit trail for all financial transactions.

F. Payroll & Staff Financial Records

1. Support preparation of monthly payroll records.

2. Maintain accurate employee payment information.

3. Coordinate with HR regarding staff attendance, leave, new appointments, resignations, and

salary changes where relevant to payroll.

4. Maintain confidentiality of employee salary and financial information.

5. Ensure payroll documentation is properly maintained and authorized.

G. Inventory & Financial Coordination

1. Coordinate with the Warehouse Officer regarding stock movements.

2. Reconcile inventory-related financial records with warehouse records.

3. Review stock purchase and sales documentation.

4. Monitor the financial implications of damaged, expired, returned, or short-dated products.

5. Support periodic stock reconciliation.

6. Report significant inventory discrepancies to the Country Manager.

7. Coordinate with the warehouse and sales teams to ensure that stock movements are properly

documented.

H. Parwan Wholesale Centre Financial Coordination

The Finance Officer will coordinate with the Accountant / Assistant Accountant & Salesman at the

Shahana Pharma Hotel Parwan Wholesale Centre to ensure consistent financial reporting.

Responsibilities include:

1. Review daily and weekly financial reports received from Parwan.

2. Reconcile Parwan cash sales, credit sales, collections, and expenses.

3. Review customer receivables and outstanding balances.

4. Coordinate financial documentation between Kabul and Parwan.

5. Support monthly consolidation of Parwan financial information.

6. Report significant discrepancies or financial issues to the Country Manager.

7. Ensure that Parwan transactions follow the company's financial control procedures.

3. Financial Reporting

The Finance Officer will prepare and/or coordinate the following reports:

Daily Reports

• Cash sales

• Credit sales

• Customer collections

• Outstanding receivables

• Operating expenses

• Cash balance

• Bank transactions, where applicable

• Financial discrepancies or pending issues

Weekly Reports

• Total sales

• Cash and credit sales

• Collections

• Outstanding receivables

• Overdue customer balances

• Expenses

• Cash position

• Parwan financial summary

• Key financial issues requiring management attention

Monthly Reports

• Sales summary

• Expense summary

• Accounts receivable aging

• Customer collection performance

• Cash and bank reconciliation

• Payroll summary

• Inventory-related financial reconciliation

• Parwan Wholesale Centre financial summary

• Monthly financial position for management review

4. Internal Financial Controls

The Finance Officer shall ensure that appropriate financial controls are followed, including:

1. No payment without proper authorization.

2. No unsupported financial transaction.

3. All sales must have appropriate documentation.

4. All collections must be recorded promptly.

5. Cash balances must be reconciled regularly.

6. Customer credit must be properly documented and monitored.

7. Financial documents must be properly filed.

8. Sales, delivery, stock, and financial records must be reconciled.

9. Any financial discrepancy must be reported immediately.

10. Confidential financial information must not be disclosed to unauthorized persons.

5. Coordination & Communication

The Finance Officer will work closely with:

• Country Manager

• Accountant / Accounting Team

• Warehouse Officer

• Sales & Delivery Officer

• Medical Representatives, where financial information is required

• Parwan Wholesale Centre Team

• HR / Administration

• Suppliers and customers, when required for financial matters

The Finance Officer must maintain professional communication and provide accurate financial

information to management when requested.

6. Qualifications & Experience

Education

• Bachelor's degree in Finance, Accounting, Business Administration, Economics, or a related field.

• Professional accounting qualifications or relevant certifications will be an advantage.

Experience

• Minimum 4 years of relevant experience in accounting, finance, financial administration, or a

similar position.

• Experience in pharmaceutical, FMCG, distribution, wholesale, trading, or similar businesses

will be an advantage.

• Experience with accounts receivable, cash management, sales reconciliation, and financial

reporting is preferred.

Technical Skills

• Strong knowledge of accounting principles and financial controls.

• Good knowledge of Microsoft Excel.

• Experience with accounting software or financial management systems.

• Ability to prepare financial reports and reconciliations.

7. Key Competencies

The successful candidate should demonstrate:

• Financial accuracy and attention to detail

• Integrity and confidentiality

• Strong organizational skills

• Analytical and problem-solving ability

• Good communication skills

• Ability to meet reporting deadlines

• Ability to work independently and as part of a team

• Strong follow-up and coordination skills

• Professional conduct

• Ability to work in a fast-paced business environment

8. Key Performance Indicators (KPIs)

Performance will be assessed based on:

1. Accuracy of financial records.

2. Timeliness of daily, weekly, and monthly financial reporting.

3. Accuracy of cash and bank reconciliations.

4. Accuracy of sales and collection reconciliation.

5. Monitoring and reporting of outstanding receivables.

6. Collection reporting and follow-up.

7. Proper documentation of financial transactions.

8. Compliance with internal financial controls.

9. Timely identification and reporting of discrepancies.

10. Accuracy of Parwan Wholesale Centre financial consolidation.

11. Timely payroll and financial support.

12. Confidentiality and proper handling of financial information.

9. Authority & Accountability

The Finance Officer is accountable for the accuracy, completeness, confidentiality, and timely reporting

of financial information under her assigned responsibilities.

The Finance Officer does not have authority to independently approve unauthorized expenditures,

change customer credit arrangements, release company funds, or make financial commitments on

behalf of the company without the required management approval.

All financial approvals shall follow the company's established authorization procedures.

10. Working Relationship

The Finance Officer will work under the direct supervision of the Country Manager Afghanistan and will

coordinate closely with the Accountant, Warehouse, Sales, HR/Administration, and Parwan Wholesale

Centre teams.

The position requires a high level of professionalism, confidentiality, accountability, and financial

discipline.

Interested candidates are requested to submit their application throught the below email:
HR@shahygroup.com