Human Resource Responsibilities:

Manage staff onboarding processes including orientation, which will include regarding the project and relevant IC policies and procedures.
Ensure personnel and recruitment files are maintained and update according to IC policies and procedures and ensure in a manner that ensures confidentiality.
Manage and update the HR leave records, ensuring timely submission of timesheets by all employees.
Manage leave requests, tracking employee leave balances, and ensuring accurate records.
Communicate leave policies to project staff and provide guidance on leave-related questions.
Ensure accurate and timely processing of salaries for project staff, coordinating with finance and payroll teams.
Manage the staff appraisal and performance management process, maintaining a performance tracker.
Coordinate with hotels for event planning and maintain a list of preferred hotels.
Maintain a list of vehicles and vendors for staff transportation.
Ensure office cleanliness and availability of necessary items for smooth operations.
Handle sending and receiving of documents via courier service to IC members and affiliates.
Maintain the list of hotels especially major citizen of Pakistan and coordinate with hotel management for event plan.
Facilitate the exit clearance process and exit interview form for the staff.
Maintain accurate and organized records, both electronic and physical.
Assist in any other tasks assigned by the line Manager.


Finance Responsibilities:
 

Prepare bank reconciliations in accordance with IC manual procedures.
Prepare all types of vouchers as per the accounting system.
Maintain accounts i.e cash book, Bank book, Ledger and advances. Maintain Cash in hand in safe custody and maintain records of all payments paid in cash and cheques.
Ensure completion of mandatory documents for cash and bank payments, such as agreements, contracts, purchase orders, and travel order approvals.
Check and Verify all the claims submitted by the staff for reimbursement of claims.
Obtain proper quotations and attach with all the procurement and verify process on case to case basis
Deduct and deposit tax at source at applicable rates and maintain proper record of tax deducted and deposited.
Coordinate administrative tasks and operations, including managing office supplies, equipment, and facilities.
Timely monitoring and adjustment of files and program advances.
Any other task assigned by the line Manager.


 
Procurement Responsibilities:

Responsible for procurement planning and the entire procurement cycle until contract award.
Assist in the preparation of yearly and quarterly procurement plans.
Prepare Terms of Reference (TORs) for individual consultants and firms and oversee the recruitment process.
Conduct pre-proposal and pre-bid meetings, prepare responses to clarifications, and evaluate technical and financial proposals.
Assist in contract negotiations and preparation of awards notes and letters.
Support client selection committees and update relevant documents based on meeting inputs.
Familiar with Quality and Cost-Based Selection (QCBS) methods.
Handle responses to complaints and provide debriefings as necessary.
Prepare and circulate RFQs and Tenders, oversee tender opening, and analyze prices.
Conduct reference checks and supplier evaluations.
Ensure smooth delivery processes with the assistance of the area team.
Sign all procurement documentation and establish appropriate procurement procedures for each purchase.

Provide detailed information to migrants and refugees about health assessment procedures and requirements over the phone and email.
Receive daily calls from applicants planning to visit the UK, Canada, Australia, and New Zealand.
Efficiently schedule medical appointments, catering to the specific requirements of each applicant in accordance with established procedures and guidelines.
Accurately register migrants in the IOM database, ensuring all necessary information is captured.
Maintain the database with up-to-date and accurate migrant information.
Coordinate with medical health assessment centers in Islamabad, Lahore, Karachi, and Mirpur Azad Kashmir about the slots management.
Serve as the primary point of contact between medical staff, migrants, and refugees.
Relay messages, inquiries, and updates promptly and accurately.
Maintain a professional and compassionate demeanor when interacting with applicants.
Prepare and maintain master lists of migrants and refugees scheduled for health assessment processing and distribute these lists to relevant medical health centers to process the schedule appointments.
Maintain daily statistics related to health assessments, including the number of appointments scheduled, completed assessments, and the appointments missed by the applicants.
Update records in a systematic manner to ensure data accuracy.
Implement improvements based on feedback to enhance the quality of service.


Provide detailed information to migrants and refugees about health assessment procedures and requirements over the phone and email.
Receive daily calls from applicants planning to visit the UK, Canada, Australia, and New Zealand.
Efficiently schedule medical appointments, catering to the specific requirements of each applicant in accordance with established procedures and guidelines.
Accurately register migrants in the IOM database, ensuring all necessary information is captured.
Maintain the database with up-to-date and accurate migrant information.
Coordinate with medical health assessment centers in Islamabad, Lahore, Karachi, and Mirpur Azad Kashmir about the slots management.
Serve as the primary point of contact between medical staff, migrants, and refugees.
Relay messages, inquiries, and updates promptly and accurately.
Maintain a professional and compassionate demeanor when interacting with applicants.
Prepare and maintain master lists of migrants and refugees scheduled for health assessment processing and distribute these lists to relevant medical health centers to process the schedule appointments.
Maintain daily statistics related to health assessments, including the number of appointments scheduled, completed assessments, and the appointments missed by the applicants.
Update records in a systematic manner to ensure data accuracy.
Implement improvements based on feedback to enhance the quality of service.

FINANCE:

Monitored and controlled assets, reserves, funds, supplies, etc., ensuring compliance with IOM regulations.
Provided support in accounting, budgeting, and financial-related matters, offering guidance to team members.
Assisted in the preparation of annual budget submissions and revisions, estimating staff costs, rental/utilities, office equipment, supplies, printing, and other expenses.
Extracted and inputted data into financial systems for the preparation of annual and project budgets, facilitating monthly budget monitoring and financial reporting.
Reviewed all types of payments, ensuring proper authorization and validating supporting documents.
Conducted claim verifications against documentation to ensure authorized purchases/services were completed.
Coordinated settlements of travel expense claims for all staff members, ensuring accuracy and completeness of claims and supporting documents.
Provided assistance in staff services such as travel coordination, expense claims, and document retrieval.
Assisted in the preparation of budget, accounting, financial, and statistical reports, meeting organizational requirements.
Maintained a tracker/database for e-filing, ensuring systematic completion of posted payments and accounting documents.
Responsible for the management of office petty cash, maintaining accuracy and adherence to established standards.
Performed additional duties as assigned from time to time, showcasing flexibility and adaptability.

HUMAN RESOURCE:

Informed the Security unit for security clearance of selected candidates and notified the head office about the joining of new staff members.
Assisted newly-arrived local staff with administrative formalities related to their accreditations, security passes, and submission of required forms.
Collected and filed all original documents of employees for record purposes.
Advised HR department and staff on HR policies, procedures, and initiatives.
Provided orientation to selected candidates about HR policies.
Advised staff members on their rights, obligations, benefits, and entitlements.
Responded to staff queries related to HR, contracts, salary, tax certificates, benefits, leaves, TA-DAs, etc.
Gave contracts to locally recruited/hired staff and ensured proper documentation.

ADMINISTRATION:

Updated and maintained all Google Docs, Spreadsheets, and Staff-related records in the database on a daily basis.
Maintained consolidated staff data, including emails, home addresses, CNIC numbers, health card numbers, employee card numbers, and contacts.
Processed and maintained complete records of medical claims and leave requests.
Maintained employee’s personal files and updated them accordingly.


Processed travel expense claims in accordance with organization rules and policies.
Provided travel assistance to staff for travel arrangements and entitlements.
Assisted staff in arranging travel in coordination with the logistics section.
Assigned vehicles and drivers for official travels.
Ensured proper filing system for travel authorization forms and verified invoices received from hotels/guest houses.


Raised purchase requisitions for fuel and kept records.
Took necessary approvals from the Program Manager for generator fuel.
Produced monthly fuel consumption reports and submitted purchase requisitions against invoices received.


Assisted locally recruited staff about medical insurance plans and policies.
Provided administrative support to staff in case of medical emergencies.
Maintained daily tracking of medical records for staff and families.
Checked and processed medical claims with required documents before submitting to Head Office.

Executed tasks as outlined in the Terms of References in accordance with ACTED\'s internal policies, demonstrating independence and competence.
Developed comprehensive distribution sheets for program teams, ensuring accurate representation of project data.
Regularly gathered data collected by AMEU Monitors and distribution sheets, maintaining a consistent and up-to-date database.
Ensured the accurate and timely entry of data into the database, demonstrating a high level of attention to detail.
Implemented proper filing procedures for data to ensure easy retrieval and maintain data integrity.
Worked in alignment with priorities set by the AMEU Coordinator and Senior Database Operator, adapting to changing requirements and project needs.
Reported progress of data entry and highlighted any outstanding inaccuracies or discrepancies to the Database Operator at frequent and regular intervals.

·       Oversaw day-to-day administrative tasks, including office repair and maintenance.
·       Ensured the smooth functioning of office operations.
·       Maintained and organized all relevant files and account books.
·       Executed efficient bookkeeping practices to keep financial records up-to-date.
·       Prepared and maintained all bills, receipts, and vouchers.
·       Managed petty cash, ensuring accuracy and accountability in financial transactions.
·       Took charge of office stationery management, ensuring availability and distribution as needed.
·       Maintained meticulous records of staff attendance and leave to facilitate HR processes.
·       Assisted the Manager Finance and Admin in various tasks to contribute to the overall efficiency of the department.

·       Conducting and overseeing day-to-day financial activities, including cash transactions.
·       Preparing vouchers and accurately documenting all financial transactions.
·       Preparing daily statements to provide a comprehensive overview of financial activities.
·       Conducting daily and monthly reconciliation of cash to ensure accuracy and compliance.
·       Issuing payments for bills and promptly stamping them as paid during the payment process.
·       Responsible for the management and updating of petty cash on a daily basis.
·       Overseeing all financial and banking matters, ensuring compliance with relevant regulations.
·       Managing correspondence related to financial transactions and banking activities.
·       Maintaining meticulous records manually and electronically for correspondence files.
·       Managing and updating various registers, including cash register, cheque register, petty cash register, and more.
·       Issuing advances for expenditures and maintaining a detailed record of all issued advances.
·       Keeping track of correspondence registers to ensure accuracy and compliance.
·       Managing and updating records of employee leaves, ensuring accuracy and compliance with company policies.
·       Conducting follow-ups on all advances issued for expenditure.