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Purpose
Under the supervision of the Field Office Coordinator and in close coordination with relevant Head Office units, the Admin/Finance Assistant & HR Focal Person is responsible for ensuring effective administrative, financial, and logistical operations of the CBP Field Office, while also serving as the designated HR Focal Person at field level.
The position plays a critical role in supporting Administration, HR, Finance and staff supervision, compliance with organisational policies, accurate record-keeping and timely coordination between the Field Office and Head Office units/sections, in line with INSPIRE Pakistan and donor requirements.
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Key Responsibilities
Administration (Including Procurement & Logistics)
- Serve as the primary administrative focal point at the Field Office for coordination with relevant Head Office units.
- Support procurement processes by assisting in obtaining quotations from vendors and preparing procurement-related documentation, in coordination with the Operations Unit.
- Maintain complete and organised procurement and administrative records at field level in line with organisational procedures.
- Maintain daily office administrative records including attendance registers, visitor logs, correspondence, dispatch, telephone records, and staff lists.
- Maintain organised filing systems (physical and electronic) for administrative documentation and ensure timely sharing with Head Office as required.
- Manage records of stationery, office supplies, and consumables; ensure availability through effective stock and inventory management.
- Prepare and submit requisitions for stationery, supplies, fuel, and equipment in accordance with approved procedures.
- Coordinate logistical arrangements for trainings, meetings, and workshops, including venue coordination and basic cost estimation.
- Maintain and update Serially Tracked Items (STI) and asset registers; report damage, loss, or obsolescence through established channels.
- Ensure routine inspection and upkeep of office assets, vehicles, and generators in coordination with relevant units.
- Monitor security developments and coordinate with the designated security focal point prior to official travel or field movements.
- Ensure office security arrangements, including CCTV where applicable, are functional and report repair or replacement needs.
- Maintain confidentiality of organisational records, staff information, and operational data at all times.
Finance
- Maintain accurate and up-to-date field-level financial records, trackers, and supporting documentation for inspection, audit, and review.
- Collect, verify, and submit financial documentation to the Head Office Finance Section in accordance with established procedures and timelines.
- Collect, review, and submit Daily Subsistence Allowance (DSA) claims with complete supporting documentation.
- Maintain and update vehicle logbooks and monitor fuel usage in line with approved procedures.
- Prepare and submit monthly POL (Petroleum, Oil, and Lubricants) consumption reports.
- Maintain generator fuel consumption logs, generator running hour records, and fuel reconciliation sheets; submit periodic reports as required.
- Support financial programme reporting requirements by ensuring timely and accurate submission of records and data requested by Head Office or auditors.
Human Resources (HR Focal Person Responsibilities)
- Serve as the designated HR Focal Person at the Field Office and act as the primary liaison with the Head Office Human Resources Unit.
- Maintain and verify daily attendance records, timesheets, leave data, and duty rosters for all Field Office staff.
- Maintain organised, accurate, and confidential HR records, including personnel files, leave records, and incident documentation.
- Supervise support staff, including guards, drivers, and office cleaner/helper, ensuring duties are clearly communicated, schedules followed, and performance aligns with organisational expectations.
- Provide administrative supervision and coordination support to the Receptionist, ensuring adherence to office procedures, attendance requirements, and professional conduct standards.
- Support recruitment, onboarding, and orientation processes at field level, including briefing new staff on office routines, policies, and Code of Conduct requirements.
- Identify, document, and escalate staff grievances, disciplinary concerns, conflicts, or well-being issues to the Head Office Human Resources Unit for guidance or resolution.
- Monitor and promote staff compliance with INSPIRE’s Code of Conduct, PSEAH, safeguarding, confidentiality, and Do No Harm (DNH) principles.
- Promptly report any suspected or actual HR, safeguarding, or PSEAH concerns through established reporting mechanisms.
Other Duties
- Perform any other duties related to the position, as reasonably assigned by the Supervisor or relevant Head Office units, in line with organisational policies and operational requirements.
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