Admin & Finance Officer

• Properly document and record all financial transactions of the project.
• Make sure that financial documentation is complete (consists of all relevant information) and sufficient enough to comply with Merlins and donors rules & regulations.
• Handle and manage petty cash and bank payments as per the required procedure.
• Review of all support documents (receipts, invoices, and contracts) for payments.
• Up-date the cash books daily, entering in the correct budget and account codes.
• Ensure that all cash advances are repaid in a prompt fashion.
• Perform a weekly cash count to be signed by the Project coordinator.
• Give phone cards to staff in accordance with their limits.
• Monitor international personal calls and reclaim money from staff on a monthly basis.
• Ensure proper filing of financial documentation.
• Maintain strict finance controls in line with Merlin procedures and ensure that all financial procedures carried out comply with Merlins financial guidelines.

End of Month Procedures

• Complete the Swat cash books and send to Islamabad the monthly accounts by the 2nd of each month
• Work closely with the finance department in Islamabad on budget monitoring
• Highlight any over or under expenditure to the Project Coordinator

Budgets and Cash forecast

• Provide financial information to the Country Finance Director, Finance Manager,team Leader and budget holders in preparing budgets for donors
• Monitor funded projects and ensure expenditure is allocated accordingly to ensure that the coding is correct
• Liaise with the Country Offices Finance team and TL over expenditure variances
• Gather information from the Swat office by last day of month regarding the cash forecast for the following month and send to Islamabad.
• Inform Islamabad of any known discrepancies in the field cash forecast

Salaries, tax and deductions

• Inform Country offices HR Manager of any new staff or staff leaving so that the salary list can be amended.
• Pay monthly salaries to staff who have not got a bank account from salary details sent from ISB
• Distribute salary slips to all staff for signing at the end of month
• Liaise with the Donor Auditors when they audit the accounts in Lower Dir.

Administration:

• Assist the project coordinator and the project management unit in the organization of workshops, training of staff.
• Manage the booking and payment systems for hotels in Lower Dir and liaise with Islamabad in terms of external visiting staff.
• Manage the cleaning staff within the office and ensure that all areas are clean and tidy.
• Responsible for requesting and storing hygiene items for office as per policy
• Manage the cook and ensures that the job description of the cook is followed by the incumbent. Responsible for requesting and storing kitchen items for office as per policy.
• Organizes staff meetings as requested by the Project Officer/Programme Manager and takes minutes for distribution.
• Arranges meetings with government departments as requested by office staff, through the Project Officer/Programme Manager.
• Prepare communication directory of all Government departments in Lower Dir relevant to Merlin work.
• Assists the Project Officer/Programme Manager in matters relating to security, in terms of file keeping or responding to his requests.
• To update the Administration Department in Islamabad in terms of NOC issues if required to do so. Handle or speak to the agency representative issuing NOCs for travel
• To manage the maintenance of the office, concentrating on upkeep of A/Cs, furniture, kitchen equipment and to follow the process on carrying out necessary maintenance in co-operation with other departments.
• To manage any local contracts for processing and ensure that Country office contracts for procurement systems which are centrally controlled by Islamabad are processed accordingly.
• To assist in any surveys which are required hotel, market, due diligence surveys.
• To ensure that all TAFs are managed correctly and that the correct signatures are obtained by staff.
• To manage and prepare the lease agreements of Lower dir office and sharing with Islamabad and timely start the process of lease payment.
• Liaise with House owners of office and ware house for any request/issue.
• Maintain the drinking water consumption in office.
• Maintain record of incoming and outgoing mails by courier.

Other duties

• Additional duties may be necessary as requested by the line manager(s), Logistics Manager & CFD
• Due to the nature of the tasks to be performed, confidentiality is a requirement.

Requirements (Person Specification)

• At least 3 years experience of working in a mid-level financial and admin position.
• Excellent spoken and written English
• Excellent Excel & Word skills
• Previous relevant experience working with international, NGO or similar organization
• Excellent management and communications skills
• Ability to work independently to a high professional standard
• Adaptable and practical
• Diplomatic, Patient, and Respectful
• Experience of working in difficult conditions in the field
• Strong organizational skills
• Physically fit; the work in Swat may need extensive foot travel in the mountain (sometimes, 2 to 3 hours walk in difficult terrain)

Desirable

• Previous experience within the region.
• Ability to remain calm and diplomatic, at all times.
• Good knowledge of local language and culture