JOB DESCRIPTION:

“Bringing Inclusive and Sustainable Water, Sanitation and Hygiene Services to Schools in Pakistan”.

 Job Summary:

The role of the Finance and Admin Assistant is to support the Finance Officer/Manager in all accounting activities relating to Urban WASH Project of DevCon especially on transactions processing in line with DevCon financial policies and procedures and donor guidelines. The position is also responsible for records management in support of all financial transactions.

Key Responsibilities:

Administration:

• Ensures office facilities/premises are cleaned on regular basis.
• Supervise support staff in up keeping and cleaning of office premises in daily routine work.
• Ensures office equipments are properly maintained and ensures all work stations are clean.
• Support Manager Administration in maintaining and updating fixed assets register.
• Manages general maintenance and repair/replacement of buildings, property furniture, fixtures, or equipment, including mechanical, plumbing, electrical, air-conditioning, carpentry, painting repair and maintenance, etc.
• Facilitating the program for all logistical, administrative support in arranging workshops, meetings, conferences and seminars with the close coordination of Manager Administration and Program team.
• Filling, submission of administrative forms, travel requisition/ requests and follow up with other relevant sections to ensure speedy approval of travel; coordinate travel arrangements.
• Reporting on any maintenance issues related Generators and following these up as appropriate
• Responsible to maintain and update log books for both generators and prepare monthly fuel consumption and maintenance and service record sheet of generators.
• Manages the daily administrative needs of the office including procurement and adequate office supplies.
• Obtains comparative quotes from market regarding various vendors/suppliers
• Assist to Manager Administration in preparation and process tender documents, invite bids from open market, prepare comparative statements and ensure financial accountability in all project related procurements, subcontracts and outsourcing.
• Maintain tracking sheet of requisition in soft and ensure daily update the requisition tracking sheet.
• Maintain procurement tracking sheet in soft and ensure daily update.
• Maintain Good Received Tracking Sheet in soft and ensure daily update.
• Maintain vender tracking sheet in soft and ensure update when required.
• Maintain hard and soft record related procurement including maintain separate files of SR, PO and GRN.
• Ensure all payment invoices are logged in incoming register before payment.
• Ensure close coordination with Manager Administration related procurement issues on daily basis.
• Supervise all drivers in daily and routine work related to support program team in field area with coordination of District Coordinator.
• Responsible to assign duties to drivers according to the field team plan.
• Responsible to keep all maintenance and fueling record update related all DevCon and hired vehicles.
• Ensure timely and proper maintenance of vehicles.
• Ensure weekly maintenance and fitness check of all vehicles according to the vehicle policy and procedures.
• Responsible for preparation of monthly fuel consumption report share with Manager Administration on monthly basis.

Finance:

• Ensure confidentiality for all financial matters of the Organization.
• Responsible for maintaining efficient accounting / financial management systems, monitor the use of approved budgets.
• Supervise financial transactions of money received and money spent within the financial policies.
• Responsible for maintaining (Manual/Computerized) books of accounts on daily basis.
• Book keeping and recording of all financial transactions (Bank book, cash book and ledger).
• Ensure availability of sufficient funds for Project by requesting funds transfer on timely basis in coordination with the Finance Manager.
• Responsible to carry financial correspondence as and when required and / or requested by the supervisor.
• Preparing bank reconciliation statements on monthly/ periodical basis and ensuring other balance sheet accounts (e.g. staff loans/ staff advances) are kept updated and reconciled.
• Review the bank reconciliation’s for all bank accounts and investigates any errors or long standing reconciling differences.
• Ensure that proper invoices and receipts are supplied to support the payments.
• Filing of monthly and yearly tax return.
• Assist the Finance Manager in project budgeting and periodical budget review and revisions.
• Follow-ups and correspondence with donor for grants and budgets related issues.
• Respond to Finance Manager or Senior Official queries regarding financial matters.
• Assist the Finance Manager in preparation and submission of periodical financial and budget monitoring reports to Donors.
• Checking of opening balances and forecasting of next month expenditure, incorporating the actual expenditure of last month.
• Establish and maintain a system of Internal Audit and Internal Control.
• Ensure proper coding of all vouchers and make necessary amendments in consultation with the budget holders where coding seems inappropriate.
• Make adjustments and settle all accruals and advances made during the month before account closing.
• Deduct loan repayments from salaries in accordance with repayment schedules.
• Calculate, withhold and deposit tax on staff payroll, purchases and services wherever applicable.
• Draw up any documentation required for submission to the Tax authorities.

Qualifications and Experience

• Bachelor of Accountancy, BBA, B.Com, M.Com  Degree or equivalent accounting qualifications desirable.
• Minimum of 1-2 year post qualification experience.
• In-depth experience of financial transactions processing.
• Highly numerate with strong attention to details.
• Knowledge of accounting for non-profit organizations and financial management best practices.
• Excellent skills in examining supporting documentation to financial transactions. This includes good knowledge of key procurement stages and related documentation.
• Experience of using an accounting packages. Experience of using QuickBooks.
• Excellent computer skills, particularly Excel & Word (MS Office in general).
• Excellent task planning and prioritization skills.
• Ability to work under pressure.
• Strong knowledge of relevant tax laws and regulations.
• Experience in handling cash.
• Excellent skills in records management.
• Sober minded with good interpersonal skills.
• Team player.
• Ability to deliver tasks according to deadlines.
• Honest, mature, diligent, good attitude and commitment towards work.
• Good communication skills (oral and written).

DevCon is an equal opportunity employer; Women, Individuals from minority groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

DevCon does not tolerate (Zero Tolerance) sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination.All selected candidates will, therefore, undergo rigorous reference and background checks.