1. Purpose:

This position's purpose is to support and facilitate the finance, admin, logistics, and procurement departments of the GRC Islamabad office in supporting project field teams (Sindh and Punjab) in carrying out project activities.

2. General Tasks and Responsibilities:

• To safeguard the GRC financial procedures and regulations and to ensure that GRC Administrative and Financial Procedures are put into operation efficiently.

• To work towards the achievements of the PRCS/GRC’s goals in Sindh and Punjab.

• To work and act in line with the Red Cross and Red Crescent Principles.

• To report to GRC Islamabad Office for relevant (finance, administration, logistic) reporting.

• To share information with Programme Delegate / Manager about the general situation and report all arising problems.

3.  Specific Tasks and Responsibilities:

Accountancy and budget management

1. To follow and implement GRC Financial and accounting rules and procedures.

2. To ensure and implement the GRC determined levels of authorization of expenses, in all payments for procurement of services and goods.

3. To manage appropriate settlement of Cash Advances issued to staff members for the purchase of goods or services.

4. Control and monitor programme budgets and expenses of the assigned tasks according to donor's requirement

5. Prepare at the end of each month reconciliation statement for all project activities.

6. Check compliance of GRC procurement procedures, internal control procedures applied to the payments and report back to management if any irregularity identified. 

7. To check and validate all invoices / receipts generated during day-to-day payments for office / project activities. The checking exercise must be thorough and properly carried out so that all reports are free from errors, mistakes and lack of supporting documents.

8. To coordinate with field for the timely submission of monthly accountancy documents.To ensure that financial reports generated from respective location are correct and complete in all respect and that expenditures incurred are justifiable and within the budget.

9. To support in financial matters the respective sister societies if deemed necessary by the management.

Tax Management

Assist the GRC finance department Islamabad in tax calculations, deduction and deposits of taxes applicable on supplies, Services, and salaries)

Administrative matters:

1. In coordination with procurement officer, to prepare, follow up on all the contract related documents (contracts, amendments, renewal, termination, and payments) related to the various contracts. The original of all finalised documents are to be filed with Procurement officer in Islamabad.

2. To maintain inventory management protocol in coordination with Support service officer. Validate sub-office related inventory on quarterly basis.

3. To manage travels and reservations of the local staff members.

4.  To follow and explain to the new staff, local or international experts, the procedures and regulations in the office.

5. To ensure maintenance of accurate filing systems of correspondence and other documents.

6. To establish and ensure effective working relationships with other personnel, including all other RC/RC Movement staff as necessary.

7. To travel to the field or other locations if so requested or required.

8. To be responsible for the administrative and logistic preparation and management of project related workshops and trainings in Sindh and Punjab.

9. To perform other tasks as may be assigned by the superior in charge.

Logistics and Procurements

1. Maintain accurate register of all assets procured under the projects and share with relevant department at GRC Islamabad.

2. In coordination with procurement officer, follow GRC policy in Procurement and educate staff regarding the policies.

3. To manage procurement tenders and its documentation at field level

4. Ensure that there are no irregularities (missing documents, incomplete documents, calculation errors in documents, lacking necessary information like phone numbers or supplier addresses etc) in procurement documents before submitting them to Procurement officer in Islamabad

5. To Prepare CBA with supporting documents and send to procurement officer in Islamabad office for approval

6. To facilitate MOs and vehicle movements-if required.

7. Ensure proper and timely reporting of fleet movements with GRC Islamabad Office when needed.

8. In coordination with support service officer, to maintain proper logbooks for fuel, logbooks, maintenance and repair/recovery of vehicles.

9. Supervise / coordinate drivers (under contract and from rental).

Reporting

1. To submit report with following details to Finance Coordinator on monthly basis:

• Fleet related details

• Summary of completed and pending procurements in reporting timeframes and planned procurements in upcoming reporting timeframe

• Date of submitted cash requests including cost centre number, value and if the funds have arrived

• Update on project related positions that are vacant and explain

Required skills / Education and competencies:

1. This is a short-term assignment (2-3 months), and candidates with prior experience working within the Red Cross and Red Crescent Movement will be given preference."

2. At least 3 to 5 years of professional experience in related field

3. Academic Degree (bachelor’s degree OR equivalent) in finance / accounting/ Business Administration

4. Proficient in Computer Applications e.g. Word, Excel, PowerPoint, Lotus, etc.

5. Professional experience in related field (good accounting experience) is a strong asset.

6. Team management skills

7. Excellent team player (service oriented), able to work in stressful situation

8. Flexibility to adapt to fast changing circumstances

9. Diligence, rigor and honesty

10. Dynamism and good organisational skills

11. Experience working with a humanitarian aid organization is an asset.

12. Strong commitment to the principles of the International Red Cross and Red Crescent Movement.

The Finance & Admin Officer will work under the supervision of the Programme Delegate / Manager, GRC. He/she will be providing support in the implementation of financial and administrative tasks and activities. He/she will be responsible for coordination with other departments of the office.