About the Organisation

Inspire Pakistan is a non-governmental, non-profit organisation implementing community-based and rights-focused programmes in partnership with donors, government counterparts, and other stakeholders. Its work focuses on supporting vulnerable and at-risk communities through accountable, inclusive, and ethical service delivery, with a strong emphasis on human rights interventions, including but not limited to Protection, Education, GBV and MHPSS.

Job Title

Admin/Finance Assistant

Reporting to or/supervised by

Under the direct supervision of the Facility Incharge – MPH Azakhel, with functional coordination and reporting to the Admin/Finance Officer – Regional Office Peshawar, and parallel coordination with relevant Head Office units/sections.

Unit

Operations

Duty Station

Multi Purpose Hub-Azakhel

Purpose

Under the supervision of the Facility Incharge and in coordination with the Regional Office and relevant Head Office units/sections, the Admin/Finance Assistant (HR Focal Person) is responsible for ensuring effective administrative, financial, and logistical operations at the Azakhel MPH.

The position also serves as the designated HR Focal Person at site level, supervising front-desk and support staff, maintaining HR documentation, ensuring compliance with organisational policies, and facilitating timely coordination between the MPH, Regional Office, and Head Office, in line with Inspire Pakistan and donor requirements.

Key Responsibilities

Administration (Including Procurement & Logistics)

• Serve as the primary administrative focal point at the MPH for coordination with the Regional Office and Head Office units/sections.
• Support procurement processes by obtaining quotations, preparing documentation, and maintaining procurement records in accordance with organisational procedures.
• Maintain complete and organised administrative records (physical and electronic) at site level.
• Maintain attendance registers, visitor logs, correspondence records, dispatch registers, and staff lists.
• Manage stationery, office supplies, and consumables through stock and inventory control systems.
• Prepare and submit requisitions for supplies, fuel, and equipment through approved channels.
• Maintain Serially Tracked Items (STI) and asset registers; report damages, losses, or obsolescence as required.

• Ensure confidentiality of organisational records and operational information at all times.

Finance

• Maintain accurate site-level financial records and documentation for inspection, audit, and review.
• Collect, verify, and submit finance-related documentation to the Regional Office/Head Office Finance Section in line with timelines.
• Review and submit DSA claims and other supporting documentation as applicable.
• Maintain vehicle logbooks (if applicable) and monitor fuel usage according to policy.
• Prepare and submit monthly POL reports and generator fuel records (where applicable).
• Support financial reporting and audit requirements by ensuring timely submission of requested documentation.

Human Resources (HR Focal Person Responsibilities)

• Serve as the designated HR Focal Person at the MPH and act as liaison with Regional and Head Office HR Units.
• Maintain and verify daily attendance, leave records, timesheets, and duty rosters for all MPH staff.
• Maintain organised and confidential HR documentation, including personnel files and incident records.
• Supervise administrative and support staff at site level, including: Receptionists and Support Staff
• Ensure duties are clearly assigned, attendance monitored, and discipline maintained among supervised administrative/support staff.
• Provide administrative coordination support for programme staff in relation to attendance, leave tracking, and documentation, in coordination with the Facility Incharge.
• Support onboarding and orientation of newly deployed site staff.
• Identify and escalate staff grievances or disciplinary concerns to the Facility Incharge and HR Unit.
• Promote compliance with Code of Conduct, PSEAH, safeguarding, confidentiality, and Do No Harm principles.
• Report any suspected 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/Regional Office units, in line with organisational policies and operational requirements.

Qualifications & Experience

• Preferably Bachelor’s degree in Business Administration, Finance, Accounting, Human Resources, or a related field.
• Relevant experience in administration, finance, HR support, logistics, or a similar role may be considered in lieu of formal education.
• Prior experience with NGOs and/or donor-funded projects is an asset.
• Experience working in field offices/service delivery points is desirable.
• Strong record-keeping, coordination, and communication skills; ability to maintain confidentiality.

Policies & Compliance

• The position is subject to and governed by the organisation’s policies, procedures, codes of conduct and ethical standards.
• All staff are required to comply with all applicable policies at all times as a condition of employment.