Operations Officer - KPK

Responsible to: Programme Coordinator as direct line manager and to HR & Admin Manager and Finance Manager as coordination/supporting line management

Responsible for: Coordination at Country Office level with coordination/supporting line to HR, Admin and finance officers and Managers as and when required.

Purpose of the Post:

Responsible to support Programme in execution of operations at KPK including HR, Admin & Logistics and finance functions in Muslim Aid Pakistan within legal frameworks at field level and as per guidance & instructions from Country office – Finance and HR & Admin departments. S/he will be required to perform the regular Finance, HR, Admin & logistics to keep the operations processes and record updated and available.

Main Responsibilities

• Maintain and store all the records in line with MAP document management.
• Comply with all HR & Admin policies and procedures, legal and regulatory requirements.
• Demonstrate MA values in line with MA vision and mission and accountability in every official action.
• demonstrate duties commensurate with the accountabilities of the post.

Major Responsibilities

Human Resources

1.1          Assist Programme Coordinator - KPK and liaison with HR & Admin departments at Country office in recruitment & selection process at field office level.

1.2          Ensure that organizational standard SOPs and especially HR Policies are followed during the process at every step.

1.3          Coordinate with Country Office HR team for completion of pre-employment processes such as reference checks, verification of academic and experience certificates and medical check-ups/fitness certificate.

1.4          Ensure that newly hired staff at field office are provided with all the required support/facilitation and induction from all concerned departments and keep their record updated for completion of personnel files

1.5          Keeping all the staff details confidential, manage health and life insurance correspondence including information sharing for timely addition and deletion of staff with country office HR, manage IPD medical claims with insurance company and ensure fortnightly in-house management of OPD claims. For such matters keep Country Office HR formally informed.

1.6          Provide adequate guidance to the staff for the submission of medical claims.

1.7          Provide support to Country Office for the monthly payroll of project staff and ensure accuracy of data.

1.8          Ensure proper file management of all the MAP HR operations, and correspondence and all the HR related documentation by coordinating with Country Office HR and maintain personnel shadow files.

1.9          Maintain single central register (SCR) and share with Country Office time to time.

1.10       Facilitate staff to complete their property sign off, handing over, clearance for final settlement process.

1.11       Support project in charge to conduct staff exit interview

Administration & Logistics

1.12       Make proper arrangements in order to provide services to the programme staff.

1.13       Assist country office admin team in overall admin and logistics related arrangements at field level and maintain correspondence properly.

1.14       Organize project operations and procedures in coordination with Programme Coordinator/ and Admin and Procurement department at Islamabad office.

1.15       Facilitate project team in procurement of goods and services for the project implementation in coordination and support of admin department at country office.

1.16       Control correspondences, review and address supply requisitions generated by project staffs in coordination with country office admin team.

1.17       Responsible for verification of fixed asset register/Project inventory as per MAP policies and procedures at field office level.

1.18       Responsible to submission the copy of all administrative expenses and utility bills at Country Office Islamabad as per procedure in coordination with Admin and Finance departments at country office.

1.19       Timely submission and provision of requisition generated from project staff to admin team at country office.

1.20       Ensure record keeping at field level for all the administrative correspondence, processes and inventory

1.21       Manage vehicle maintenance and allocation of vehicles at field level with proper log filing

1.22       Liaise with HR & Admin Manager on administrative and procurement issues

1.23     Maintain confidentiality of matters and staff at every level.

Finance

1.24    Ensure all financial records are maintained both in soft as well as in hard form

1.25    Responsible for making cash and bank payments in accordance with organizational policies

1.26    Responsible to ensure proper supporting documents, as per organizational policies, are available with the payments

1.27    Responsible to maintain cash and bank ledgers

1.28    Reconcile bank book with bank statement on monthly basis

1.29    Responsible for submission of expenses and financial reports to country office on monthly basis

1.30    Financial Monitoring of Projects as and when required

1.31     Liaison with banks for account opening and account maintenance