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Key Responsibilities
Administration & Operational Management
- Manage day-to-day administrative and operational requirements of the project.
- Ensure office management, utilities, supplies, facilities, and other support services are effectively maintained.
- Coordinate travel, transport, accommodation, meetings, trainings, field activities, and other logistical arrangements.
- Maintain complete administrative and operational records and follow up on pending requirements.
- Coordinate with vendors and service providers for approved project requirements.
Financial Management & Budget Monitoring
- Process and review payments, advances, settlements, reimbursements, and supporting financial documentation.
- Monitor expenditure against approved budget lines and maintain updated budget utilisation records.
- Prepare and regularly update budget forecasts, expenditure trackers, burn rates, and financial projections.
- Review financial documentation for completeness, accuracy, approvals, budget availability, and correct coding before onward submission.
- Support monthly financial closing, reconciliations, reporting, and expenditure verification.
- Flag budget variances, underspending/overspending, outstanding advances, and financial or documentation concerns to the Project Manager and Senior Admin & Finance Manager.
Procurement, Logistics & Asset Management
- Facilitate procurement processes, including purchase requests, quotations, comparative evaluations, purchase documentation, vendor coordination, and follow-up.
- Maintain complete procurement files and trackers in accordance with organisational procedures.
- Coordinate logistical requirements for project offices, field activities, trainings, meetings, and other approved activities.
- Maintain project asset registers, inventories, stock records, and asset movement documentation.
- Ensure proper tagging, issuance, transfer, return, safeguarding, and periodic physical verification of project assets.
- Coordinate maintenance and repair of project equipment and facilities, where required.
Staff Administration & Attendance Monitoring
- Oversee project staff attendance and ensure records from Islamabad and Lahore are accurately maintained, consolidated, and submitted to the HR Unit within established timelines.
- Monitor attendance, absences, field movements, official duties, and approved leave records.
- Follow up on missing attendance information or documentation and escalate unresolved discrepancies.
- Support onboarding, staff documentation, clearance, handover, and separation requirements in coordination with the HR Unit.
- Maintain confidentiality of personnel and attendance information.
Supervision of Admin & Finance Assistant – Lahore
- Provide day-to-day supervision and guidance to the Admin & Finance Assistant – Lahore.
- Assign and monitor administrative, financial, procurement, logistics, attendance, asset, and documentation-related tasks.
- Review documentation prepared or compiled by the Assistant before onward processing, where applicable.
- Ensure Lahore follows the same organisational financial, administrative, procurement, asset management, and record-management procedures as Islamabad.
- Monitor Lahore office operational requirements and ensure timely coordination and follow-up.
- Identify documentation gaps, delays, or compliance issues and ensure corrective follow-up.
- Provide regular feedback and contribute to the Assistant's performance management in accordance with organisational procedures.
Documentation, Reporting & Compliance
- Maintain complete financial, administrative, procurement, asset, attendance, and operational records with an appropriate audit trail.
- Maintain trackers and ensure proper physical and electronic filing, archiving, and retrieval of documentation.
- Compile supporting records for donor reporting, monitoring visits, audits, spot checks, and verification exercises.
- Coordinate with the Project Manager, Senior Admin & Finance Manager, HR, Procurement, IT, Security, and other relevant units as required.
- Track pending approvals, payments, procurements, and operational actions and ensure timely follow-up.
- Promptly escalate financial, operational, documentation, fraud, safeguarding, or compliance concerns through appropriate organisational channels.
Safeguarding & Professional Conduct
- Ensure administrative and financial processes comply with organisational policies, internal controls, and donor requirements.
- Comply with Safeguarding, PSEAH, confidentiality, accountability, anti-fraud, Do No Harm, and Code of Conduct requirements.
- Maintain integrity, confidentiality, impartiality, and accountability when 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, or project operational support, preferably within NGO, humanitarian, or development settings.
- Strong understanding of financial documentation, budget monitoring, procurement, logistics, asset management, and staff administrative processes.
- Experience supervising or providing operational guidance to support staff.
- Experience supporting donor-funded projects and documentation for audits, financial reviews, or verification exercises is desirable.
- Strong organisational, coordination, documentation, numerical, and problem-solving skills.
- Proficiency in MS Office, particularly Excel, Word, and Outlook.
- Ability to manage multiple priorities accurately and meet financial and operational deadlines.
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