Help In Need (AFH)
ADMINISTRATIVE AND FINANCE COORDINATOR
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Posted date 15th April, 2024 Last date to apply 25th April, 2024
Country Pakistan Locations Islamabad
Category Finance & Financial Services
Salary Depending upon experience
Type Full Time Position 1
Experience 5 years
Status Closed

Relevant Experience:

a. Minimum 05 years of working experience in relevant field preferably with international  NGOs or International Organisations 

b. Experience in negotiations and relations with local partners and authorities in a  moving and difficult legal, administrative and political context 

c. Experience in management of multi projects budgets and foreign donors (UN  Agencies, USAID, UKAID, ECHO, MOFA, AECID, AFD, etc.)

Knowledge & Skills 

a. Good working knowledge of Financial management and administrative  procedures 

b. Good communication skills in English & Urdu 

c. Strong knowledge in financial tools and management 

d. Excellent working knowledge of Saga 

e. Writing and reporting skills 

f. Good working knowledge on MS Office 

g. Advanced knowledge of Excel 

Required Competencies 

a. Proactive leadership 

b. Stress and external pressure resistant 

c. Behavioral Flexibility 

d. Analytical Thinking 

e. Integrity/Honesty 

f. Teamwork and Cooperation 

Salary Range (Monthly): Depending upon experience 

Paid Leaves entitlement: As per AFH policy 

Health & Life Insurance: As per AFH policy  

Job Description:

Main responsibilities: 

1. Financial management, Accounting & Budget planning, Budget monitoring and  Budget control 

a. Ensures all financial transactions within the organization and with local implementing  partners are processed accurately, complying with internal policies and accounting  principles. 

b. Keeps financial records up-to-date, clear, and audit-ready, managing the systematic  recording and categorization of all transactions, including those related to Country  operations. 

c. Ensures accountancy, budget planning & budget monitoring of all programmes  implemented in Pakistan. 

d. Briefs, coaches, advises all relevant coordinators/managers/ supervisors on all  finance/budget procedures and issues, sensitize them on cash flows security, follow up of project budgets and help them manage the specific budget lines under their  responsibility. 

2. Funding & Donors, including budget reporting and Audit  

a. Oversees the comprehensive management of diverse income sources, such as  donations, grants, and strategic partnerships, ensuring meticulous recording,  categorization, and reporting. 

b. Understands restrictions and conditions of each income stream to align funds with  donor intentions and organizational priorities, implementing clear accounting  procedures to distinguish between restricted and unrestricted funds. 

c. Ensures that all invoices related to institutional funding and strategic partners are  processed timely on the agreed schedule envisaged in the funding agreements in  coordination with programmes department

d. Ensures when needed and by a delegation of the General Coordinator the  representation of the organization in front of donors. 

e. Ensures preparation of budgets of the organisation as well as project budgetsf. Appropriate follow-up of the current funding plan, as well as the organisation  commitments to donors. 

g. Negotiates financial elements and prepares answers to contractual obligations fixed  by donors in coordination with the Country Director 

h. Audit responsibilities: towards donors audit + towards legal/authorities annual audit.3. Internal control and Human Resources functions 

a. Ensure that relevant and reliable internal control systems are in place in all  departments. 

b. Coordinate the monthly risk assessment process and share the outcomes with the  Country Director 

c. Identify, assess and recommend measures to prevent fraud/loss and mitigate all  financial risks. 

d. Support all aspects of recruitment process: posting and managing job descriptions,  screening resumes, liaising with candidates and arranging due diligence, phone  screens and interviews; and provide support to the Country Director throughout the  hiring process.  

e. Participate in the recruitment of Field Admin & Finance staff. 

4. Legal & Administrative management, reporting to the authorities 

a. Follows the court cases and all legal procedures with the lawyer.  

b. Ensures all the fiscal, social, labour laws are followed and respected in all the  administrative issues of the organisation.  

c. When needed, participates in the negotiations for the signature of agreements, MoU,  contracts and ensures the legal requirements and the INGO procedures are  respected. 

d. To be the contact person for all the Pakistani authorities for admin related contacts  (Ministries, local authorities for fiscal, legal, labour related issues) and ensures a  good communication flow with the Country Director about these contacts. 

5. Communication/Reporting 

a. Performs regular field visits, write field visit reports / financial reports to the donorsb. Writes a monthly administrative and financial report. 

c. Participates to the team coordination meetings. 

Qualifications: Masters’ degree. Preferably Accounting and Finance. 

Please send your Cover Letter and CV to: [email protected] by 25th April  2024 before 23:59

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