Administration / Finance Coordinator

JOB SUMMARY                    

Under the line management of Programme Manager, the Admin & Finance Coordinator will be responsible for directly managing the logistics, human resources and finance functions in Sindh. Working closely with Islamabad based Logistics/Administration Manager and Assistant/Country Financial Controllers (CFC); she/he will enhance the planning and management capacities of Organization and partners’ teams in Sindh. The key performance standards would be to ensure programme’s compliance with relevant organizational policies, procedures and best practices. Working in a team environment, the position holder will provide effective and timely logistics and administration support to the provincial programmes in relation to procurement, fleet management, warehousing, financial management and compliance.  

DUTIES AND RESPONSIBILITIES

1. To manage all aspects of the logistics function (procurement, administration, transport, security) relating to Sindh programme in line with agreed and accepted Organization logistics practices and procedures.
2. Implementation of procurement policies and procedures for Organization programme as per the Organization procurement manual.

3.     To provide support, guidance and trainings as required to staff in partner organisations in order to develop and improve their systems as part of their Organisation Development.

4.     To assist the Logs & Admin Manager in consolidation of systems budgets and regularly monitor the spending patterns and advise strategies accordingly.

1.  To assist the Programme Manager and Logs & Admin Manager in security management related matters

6.       Ensure Financial Management, Reporting & Treasury responsibilities.

7.       Ensure that Organization financial management is in compliance with the legal requirements.

8.       In Consultation with Country office finance team, Admin & Finance Coordinator will assist to the provincial Programme team in partnership management.

9.       Responsible to provide technical support to staff assigned by their capacity building.

RELATIONSHIP

Responsible For (Staff):                      Field Finance and Admin Staff for technical inputs and support.

Liaises With:                                         Programme Manager, Logs & Admin Manager, Grants Team, Country office finance team, Organization Partner Organisations, other relevant staff/ stakeholders

PERSON SPECIFICATION

Essential:

Master’s Degree Holder preferably an MBA

Partly qualified CA, ICMAP, ACCA will be an advantage

At least 5 years work experience of administration, logistics and finance, preferably in development sector

Excellent working knowledge of Administration & Logistics & Finance procedures followed in an INGO

Must be computer literate with a comprehensive knowledge of MS Office, Outlook, Excel & accounting software/ERP

Good communication and team building skills

Excellent written English, Urdu essential; Local language is added advantage

Desirable:

Knowledge of development issues & concepts

Experience of working in an insecure environment

Special Skills, Aptitude or Personality Requirements:

Active team player with problem skills

Adaptable and flexible, willing to travel to remote field areas with basic living conditions

Ability to regulate own time and perform to deadlines

Ability to lead and guide other staff

ACCOUNTABILITY

In carrying out the above duties, Organization approved procedures must be followed at all times. 

Post holder will be accountable for the overall administration and financial costs and specifically at provincial level.

AUTHORITY

As per the delegation limits of Organization

SPECIAL CIRCUMSTANCES:

Organization Programme, like other INGOs working in Organization, sometimes has to operate in risky environments/areas.  Organization has a security management plan to minimise all possible risks. In case of emergency/disaster Admin & Finance Coordinator will be required to respond and make necessary arrangements.

Organization Staff Code of Conduct And Programme Participant Protection Policy

Organization has a staff Code of Conduct and a Programme Participant Protection Policy which have been developed to ensure the maximum protection of programme participants from exploitation and to clarify the responsibilities of Organization Staff, consultants, visitors to the programme and partner organizations; and the standards of behaviour expected from them. In this context staff have the responsibility to the organization to strive for, and maintain, the highest standard in day to day conduct in their work place in accordance with Organization’s core values and mission.

Any candidate offered a job with Organization will be expected to sign the Programme Participant Protection Policy and the Organization Staff Code of Conduct as an appendix to their contract employment.

Any breach of Organization Staff Code of Conduct or the Programme Participant Protection Policy by employees of Organization during the course of their employment will result in disciplinary action up to, and including dismissal.

Counter Terrorism Policy

Organization receives a substantial amount of funding from external donors each year.  Increasingly donors are introducing requirements whereby future funding is conditional on Organization ensuring that the names of any new employee or volunteer do not appear on terrorism lists generated by the European Union (List of person, groups and entities to which Regulation (EC No. 2580/2001 applies), the US Government (Office of Foreign Assets Control list of specially designated Nationals and Blocked Persons) and the United Nations (Consolidated List). 

‘Any offer of employment (either paid or voluntary) with Organization will not be made pending a clearance check being conducted on the applicant.  For additional information please consult our web site or contact the Human Resource Division in our Head Office.

By submitting a formal application for paid or voluntary employment to Organization, you agree to Organization carrying out a clearance check as outlined above and that Organization will not proceed to recruit you should your name appear on any of the aforementioned lists.’