A.General objectives:

  • Respect and follow-up the ACTED’s financial procedures.
  • Dealing with transfers.
  • Petty cash management.
  • Cash follow-up.

At the end of each month: the balance in the cashbook and in the safe should be checked and the cash checking statement should be established and signed by the FLAT assistant and the area coordinator;

Vouchers: quality of vouchers should be checked by the FLAT assistant at the end of each months;
Advances: ensure the clearance of all advances for the staff, before paying the salary.

Ensure that no staff has more than one open advance unless approved by the CFM or Coordination. The FLAT assistant is accountable for his/her safe.

B. Administrative support

  • Follow up monthly payment for office and GH electricity, water supply, and telephones.
  • Support department colleagues in daily relevant activities.
  • Update monthly reporting (i.e. Facebook, Organogram, and VFU).
  • Performs other duties as requested.
  • Ensure ACTED Pakistan rules, regulation; processes and procedure are in place at all offices.
  • Collecting of necessary papers (attendance sheet, leave forms, etc.) from the staffs and give to HR/Admin Officer for preparing Titanic (Staff Report).
  • Assist HR/Admin Officer in order to make sure the HR FLAT procedures are implemented and following regularly.
  • Follow up of national staff exit forms, handover etc.
  • Control & checking of national staff attendance sheet on daily basis.
  • Support travel arrangements of all staff between the area office and other bases.
  • Manage the organization of the Guesthouse and ensure that all arriving staff are allocated a room and that it is cleaned and prepared.
  • Manage the cooking / cleaning team and develop rotas for cleaning and cooking both at the office and Guesthouse.
  • Ensure that all premises are properly maintained and cleaned in coordination with the logistics department.

C.Assets and Property interaction

  • Whenever given Assets / Equipments to deliver or transfer between bases, must inform the Logistics Officer / Manager;
  • Must keep close follow up regarding delivery to appropriate requester;
  • Must return all necessary documents (Asset Reception Sheet) if not signed on site with IT Supervisor / Manager.
D. Delivery (Transport) Management
  • Personnel Transportation
  • Account for the overall compliance with delivery and transportation management procedures;
  • Responsible for vehicles to being made available upon submission of appropriate documents: Car Requests;
  • Regularly checks for proper use of vehicles by all ACTED staff;
  • Prevent any misuse of vehicles in regard of policies (Driver’s behaviour, speed, pick and drop...);
  • Ensure that for any transport between bases, drivers are submitting fuel request to ensure that tank is filled in (minimum 50%) and dispose of enough cash in case of emergency.
E.Fleet and Fuel Management
  • Account for the overall compliance with the delivery and fleet management procedures (Monthly transport / Fuel Consumption report);
  • Follow up and Check of daily Log Books filled in by Drivers;
  • Collecting the copies of all Log Books on weekly basis;
  • Control the In and Out movements of all vehicles (ACTED and Rented) with movement register controlled by guards or specific setup of the base;
  • Manage and control running costs of base’s fleet (fuel, maintenance and repairs), including generators;
  • Supervise Rental Cars / Dynas’ parking lots and control that vehicles are properly parked within ACTED premises;
  • Take responsibility of Roaster and management of drivers, which must not go against the following constraints unless approved by Country Logistics Manager:
  • No driver shall drive more than 3h in a row, and should take 15-20 min break;
  • No driver shall be working more than 12h per day;
  • No driver shall be working a day and night shift in a row;
  • Every driver is responsible of his car and content: the First Aid Kit should be complete, his phone batteries ready and always available, the NOC required for his passengers at hand;
  • At any time, the Transport Assistant / Supervisor must know where are dispatched all cars and how many people with the Car Requests and Car Tracking Sheets updated;
  • Ensure that every driver is having cell phone & contacts list updated;
  • Follow up and daily maintenance of the Vehicle Tracking Sheet of all drivers under his responsibility
F.Procedures and Reporting
  • Comply with all the reporting requirements from Logistics Officer / Manager;
  • · Present the monthly reports as required according to ACTED guidelines, every 1st of the month;
  • · Make sure that the FLAT files are updated and well documented;
  • · Compile all necessary documents and provide a complete Transport Report every Friday at 5:00pm, including the following information:
  • · The Fuel Consumption Follow Up;
  • · Log Book copies filed;
  • Main procurements follow up (Status within supply chain process through transportation aspect

Skills

High proficiency in Microsoft Excel, Word, Outlook, PowerPoint and Internet Explorer.
Good communication skills.
Excellent general communication skills;
Ability of strong service orientation;
Knowledge of Sindhi language is desirable.
Proficiency in English language (Spoken and written).
Ability to work with minimum supervision in a multicultural environment.
Good analytical, communication, coordination and interpersonal skills.

Job Details

Functional Area:
Total Positions:
1 Post
Job Shift:
First Shift (Day)
Job Type:
Department:
Sind North
Job Location:
Gender:
No Preference
Minimum Education:
Masters
Degree Title:
BBA,MBA,MPA,M.com
Career Level:
Entry Level
Minimum Experience:
2 Years (Preference will be given to candidates from local districts having relevant experience.)
Work Permit:
Pakistan
Require Travel:
25%
Apply Before:
Sep 09, 2015
Posting Date:
Sep 02, 2015

ACTED Pakistan

N.G.O./Social Services · 601-1000 employees - Larkana

ACTED is a non-governmental organization with headquarters in Paris. Independent, private and not-for-profit, ACTED operates according to principles of non-discrimination and transparency. Our mission is to support vulnerable populations affected by wars, natural disasters and/or economic and social crises, and to accompany them in building a better future; thus contributing to the Millennium Development Goals. ACTED ‘Links Relief, Rehabilitation and Development’ to provide continued support to vulnerable communities as their needs evolve. ACTED has been present in Pakistan since 1993 with assistance ongoing presently in Sindh, Khyber Pakhtunkhwa (KP), the Federally Administered Tribal Areas (FATA) and Azad Jammu Kashmir. The country programme comprises of four key pillars: Pillar 1 – Humanitarian assistance – Through this component, ACTED supports the emergency and early recovery needs of communities following disasters. In recent years this has included support for communities affected by floods, earthquakes and the complex emergency; Pillar 2 – Income generation and sustainable livelihoods – ACTED has extensive experience in this sector including market-oriented vocational trainings, basic skills development, as well as on and off-farm livelihood assistance; Pillar 3 – Social cohesion and access to basic services – ACTED improves access to basic services through a range of measures including support for educational institutions, community infrastructure and local governance. Social cohesion is a key component to ensuring equitable service provision. ACTED’s interventions include the establishment of local representation bodies as well as supporting the rights of women, minorities and marginalized groups; Pillar 4 – Environmental protection and community resilience – This pillar aims to mitigate some of the effects of recurrent disasters, climate change and environmental degradation. Interventions start at a household level, such as construction of fuel efficient

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