Admin / Finance Officer

IMPORTANT NOTE: Due to urgent requirement of this position, the shortlisting and interviews of qualified candidates may be held even before the mentioned closing date. Therefore please apply and express your interest at the earliest.

General Scope of Work: Admin and Finance Officer will be responsible for contribution in achievement the following (a) objectives and (b) key results of the European Union and Welthungerhilfe supported project titled as “Local Authorities and Civil Society Organizations in Development of Flood Affected Population in Muzaffargarh and Rajanpur Districts, Pakistan”.

(a) Project Objectives:

Overall Objective: To build and promote an inclusive and empowered society by (i) improving access to services and resources for population excluded from policy making processes, (ii) strengthening capacity of civil society organizations and (iii) facilitate and encourage interaction between state and non-state actors in Pakistan.

Specific Objective: Alleviate the negative impacts of poverty and create opportunities to build and empower resilient communities that participate actively in development in Muzaffargarh and Rajanpur Districts in Punjab.

(b) Key Results:

Result-1 (R1): Communities mobilized, organized and federated at village and UC level through an inclusive and representative system of three-tier community mobilization.

Result-2 (R2): Community social infrastructure built/rehabilitated in a participatory manner by CBOs, VDFs, UCDFs and local authorities according to DRR principles.

Result-3 (R3): Capacity of local authorities to plan, monitor and supervise development has been strengthened and cooperation with CSO has been encouraged.

Result-4 (R4): Civil society actors are organized and prepared to demand effective, transparent and accountable governance, an equitable allocation of resources and access to services.

Roles and Responsibilities: The Admin and Finance Officer (AFO) will have the following roles and responsibilities:

• Oversee the overall financial and administrative management of the project at field offices;
• Maintain complete set of books of account, including cash/bank book and ledgers according to the project chart of account and update it regularly;
• Prepare reconciliation (Cash and Bank) of field offices)
• Act as cashier where applicable, Keep the petty cash safe and responsible of it.
• Keep record of the disbursement made on behalf of the project and ensure transparency in all payments by following organization’s and Donors rules and regulations.
• Ensure accuracy and completion of supporting documents, as detailed in organization financial manual.
• Prepare and submit periodic financial reports to the Finance Manager and Project Manager;
• Provide support to prepare periodic work plans and budgets in consultation with the Project Manager;
• Facilitate field audits and internal reviews and assessments;
• Oversee the financial and administrative management of CBO partners, including their grant audits;
• Prepare monthly forecasts and cash flow statements for field offices;
• Be the custodian of fixed assets placed at field offices and maintain as well as regularly update the inventory.
• Oversee the usage and maintenance of all equipment including vehicles;
• Ensure the compliance of all the provisions of guidelines regarding personnel management, procurement, service contracts and financial management;
• Assist Project Manager with security for field locations; keep regular liaison with district management authorities and police authorities to stay abreast of security and law & order situation in the district
• Assist field missions from RDPI HO and donor organizations with respect to boarding, lodging and travel in the field locations.
• Provide administrative support for arrangement of trainings, conferences, seminars, meetings and related project activities.
• Manage all correspondence related to administration and finance.
• Perform any other tasks assigned by Finance Manager or Project Manager.

Personal characteristics

The Admin and Finance Officer should demonstrate competence in the following:

• Behave Ethically: Understand ethical behaviour and ensure that own behaviour and the behaviour of others is consistent with these standards and aligns with the values of the organization.
• Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
• Foster Teamwork: Work cooperatively and effectively with others to set periodic targets, resolve problems, and make decisions that enhance organizational effectiveness.
• Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.
• Organize: Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.
• Plan: Determine strategies, create pragmatic plans and ensure implementation in line with the set goal and objectives; Evaluate the process and results.
• Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.