Job Description

Position Title: Admin/Finance Officer
Reporting To: Project Manager KP and Head Office Units (Operations and HR)
Duty Station: Regional Office - Peshawar
Unit: Operations
Section: Admin and Finance

Summary of Key Functions

The Admin/Finance Officer will manage the administrative and financial functions at the Regional Office in Peshawar. This position will oversee daily administrative tasks, financial record-keeping, and serve as the HR focal point for the office. The incumbent will be responsible for providing logistical, administrative, and financial support to ensure smooth operations of the office, including overseeing office maintenance, purchases, inventory, petty cash, and travel arrangements. Additionally, the Admin/Finance Officer will maintain records related to HR, including attendance, leave, and staff files, and will report to both the Project Manager KP for operational tasks and to Head Office units for HR and finance-related matters.

Roles and Responsibilities

• Administrative Support
• Ensure proper functioning and maintenance of the office premises, including identifying and reporting any maintenance or repair work needed.
• Maintain a safe and secure office environment, monitoring security and coordinating with office guards to ensure staff safety.
• Organise meetings within the office and maintain records of those meetings.
• Oversee the availability of office supplies, keeping an updated record of stationery and ensuring adequate stock is maintained.
• Handle all office administration duties to maintain an organised, comfortable, and efficient working environment.
• Financial Management and Operations Support
• Process Purchase Requests, Purchase Orders, supplier/service provider invoices, and expense claims, forwarding them to Head Office finance for payment processing.
• Manage and maintain the petty cash system, ensuring proper documentation, timely replenishment, and submission to Head Office finance.
• Prepare travel authorisations, arrange travel logistics for staff, and ensure staff receive their Daily Subsistence Allowance (DSA) in a timely manner by forwarding travel documents to Head Office finance for processing.
• Maintain records of all vehicle usage, including logbooks, fuel records, and routine vehicle inspections, ensuring vehicles are in good working condition.
• Manage the asset list for the project office, keeping it updated and reporting it periodically to Head Office for proper record-keeping.
• Ensure the maintenance of the generator, including logbooks, fuelling records, and periodic maintenance checks.
• HR Support
• Act as the HR focal point for the Regional Office, assisting with HR-related activities, including managing attendance, leave records, and maintaining staff personal files.
• Assist in maintaining the HR filing system and ensure that staff records are up to date and properly archived.
• Support the administration of staff recruitment, onboarding, and orientation in coordination with the HR unit at Head Office.
• Assist in the development and implementation of HR policies and ensure compliance with organisational HR guidelines.
• Coordination with Head Office
• Ensure effective coordination and communication with Head Office regarding operational tasks (Admin and Finance) and HR-related matters.
• Facilitate the Head Office Finance team in conducting audits, ensuring proper documentation and compliance.
• Assist in maintaining accurate records and filing systems for all Admin, Finance, and HR-related documents.
• Miscellaneous Support
• Perform general administrative and finance duties as assigned by the Project Manager KP.
• Assist in the smooth running of the office, ensuring that all staff are supported in their daily operations.
• Undertake any other relevant tasks assigned by the supervisor or Project Manager KP.

Key Qualifications and Skills

• Bachelor’s degree in Business Administration, Finance, Human Resources, or a related field.
• At least 3-5 years of experience in administrative and financial management, preferably in a humanitarian or development organisation.
• Strong organisational skills with the ability to manage multiple tasks simultaneously.
• Knowledge and experience in handling HR-related tasks, including attendance, leave management, and staff record keeping.
• Good understanding of financial processes, petty cash management, and record-keeping.
• Proficiency in Microsoft Office, particularly Excel, and other office management tools.
• Excellent communication and interpersonal skills, with the ability to work effectively with staff at all levels.
• Attention to detail, with the ability to maintain accurate records and ensure compliance with organisational policies.
• Fluency in English (both written and spoken); knowledge of local languages is a plus.
• Ability to work independently and as part of a team, maintaining a positive and professional attitude.