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Key Responsibilities
Administration & Office Management
- Manage day-to-day administrative and operational requirements of the project office.
- Ensure proper office management, utilities, supplies, facility requirements, and other administrative support services.
- Coordinate travel, accommodation, transport, meetings, trainings, workshops, field activities, and other project-related logistical arrangements.
- Maintain administrative records, correspondence, operational files, and relevant project documentation.
- Monitor routine office requirements and coordinate timely provision of required goods and services.
- Coordinate with service providers and vendors on approved administrative and operational requirements.
Financial Management & Budget Support
- Support implementation of financial procedures in accordance with organisational policies, approved budgets, and donor requirements.
- Process payment requests, advances, settlements, reimbursements, and supporting financial documentation for review and approval.
- Monitor project expenditure against approved budget lines and maintain updated budget utilisation records.
- Support preparation and regular updating of budget forecasts, expenditure trackers, burn rates, and financial projections.
- Review financial supporting documents for completeness, accuracy, appropriate approvals, budget availability, and correct coding prior to submission.
- Maintain project financial records and ensure supporting documentation is properly filed and readily retrievable.
- Support monthly financial closing, reconciliations, financial reporting, and expenditure verification.
- Promptly flag budget variances, underspending, overspending, outstanding advances, documentation gaps, or other financial concerns to the Project Manager and Senior Admin & Finance Manager.
Procurement, Logistics & Asset Management
- Support procurement processes, including purchase requests, quotations, bid documentation, comparative evaluations, purchase orders, vendor coordination, and procurement follow-up.
- Maintain complete procurement files, trackers, and supporting documentation in accordance with organisational procedures.
- Coordinate logistical requirements for project activities, field movements, trainings, meetings, legal camps, and other approved activities.
- Maintain project asset registers, inventory records, stock records, and asset movement documentation.
- Ensure proper tagging, issuance, transfer, return, and safeguarding of project assets and equipment.
- Conduct and document periodic physical verification of project assets, equipment, inventory, and supplies.
- Coordinate maintenance and repair requirements for project equipment and facilities, where applicable.
Staff Administration & Attendance Monitoring
- Oversee attendance monitoring for project staff and ensure attendance records from relevant project locations are accurately maintained, consolidated, and submitted to the HR Unit within established timelines.
- Monitor daily attendance, reporting times, absences, field movements, official duties, and other attendance-related information in accordance with organisational requirements.
- Maintain leave and attendance records and ensure approved leave and official duty information is accurately reflected.
- Follow up on missing attendance records or supporting documentation and escalate unresolved discrepancies through appropriate channels.
- Support onboarding and orientation arrangements for project staff in coordination with the HR Unit.
- Support collection and submission of personnel documentation and other staff administrative records required by HR.
- Support staff clearance, handover, and separation documentation, as required.
- Maintain confidentiality and security of personnel and attendance information.
Supervision & Field Operational Coordination
- Supervise and provide day-to-day guidance to the Admin & Finance Assistant – Lahore.
- Assign and monitor administrative and financial tasks and ensure timely completion of assigned responsibilities.
- Review financial, administrative, procurement, attendance, asset, and supporting documentation submitted by the Admin & Finance Assistant before onward processing, where applicable.
- Ensure consistent implementation of organisational administrative, financial, procurement, asset management, and documentation procedures at the Lahore project location.
- Monitor administrative and operational requirements of the Lahore office and coordinate necessary support with the Project Manager and relevant Head Office units.
- Provide guidance on maintenance of financial files, procurement records, attendance records, inventories, asset documentation, and other required project records.
- Identify documentation gaps, operational delays, or compliance concerns and ensure timely follow-up and corrective action.
- Provide regular feedback and contribute to the performance management of the Admin & Finance Assistant in accordance with organisational procedures.
Documentation, Reporting & Compliance
- Maintain complete administrative, financial, procurement, logistics, asset, attendance, and operational records for the project.
- Maintain relevant trackers and follow-up records to support project management and operational decision-making.
- Ensure proper physical and electronic filing, archiving, referencing, and retrieval of project documentation.
- Compile supporting documentation required for donor financial reporting, monitoring visits, audits, spot checks, assessments, and verification exercises.
- Ensure financial and operational transactions maintain a complete and appropriate audit trail.
- Support internal and external audits and facilitate timely provision of requested records.
- Ensure all project documentation is maintained in accordance with organisational procedures and donor requirements.
Coordination & Operational Follow-Up
- Maintain regular coordination with the Project Manager and Senior Admin & Finance Manager on project financial and operational requirements.
- Coordinate with Finance, Administration, Procurement, HR, IT, Security, and other relevant organisational units as required.
- Maintain regular coordination with project locations, including the Lahore office, to ensure timely administrative, financial, procurement, logistics, attendance, and operational support.
- Follow up on approvals, payments, procurement actions, logistical requirements, staff administrative matters, and other operational processes.
- Coordinate with project staff regarding operational requirements for field and office-based activities.
- Track pending operational actions and ensure timely follow-up with responsible units.
- Escalate delays, financial concerns, documentation gaps, or compliance issues through appropriate organisational channels.
Safeguarding, Accountability & Professional Conduct
- Ensure administrative and financial processes comply with organisational policies, internal controls, donor requirements, and established procedures.
- Support implementation of safeguarding, PSEAH, confidentiality, accountability, anti-fraud, and Do No Harm requirements.
- Maintain professionalism, integrity, impartiality, confidentiality, and accountability in handling financial, personnel, beneficiary, and organisational information.
- Report suspected fraud, misconduct, safeguarding concerns, or other compliance issues through established organisational mechanisms.
Other Duties
- Perform any other duties related to the position, as reasonably assigned by the Supervisor, in line with organisational policies and operational requirements.
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Qualifications & Experience
- Preferably Bachelor’s degree in Business Administration, Finance, Commerce, Accounting, Management, or a related field.
- Minimum 3–5 years of relevant experience in administration, finance, procurement, logistics, staff administration, or project operational support, preferably within NGO, humanitarian, or development settings is an added value.
- Strong understanding of financial documentation, budget monitoring, administrative systems, procurement processes, logistics, asset management, and attendance management.
- Experience supervising or providing operational guidance to support staff is desirable.
- Experience supporting donor-funded projects and maintaining documentation for audits, financial reviews, and verification exercises is desirable.
- Strong organisational, coordination, documentation, communication, and problem-solving skills.
- Proficiency in MS Office applications, particularly Excel, Word, and Outlook.
- Ability to manage multiple priorities, maintain accuracy, and meet reporting and operational deadlines.
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