Programme Administrative & Finance Assistant (PAFA)

The Foundation

Westminster Foundation for Democracy (WFD) is an independent political foundation sponsored by the Foreign and Commonwealth (FCO) and the Department for International Development (DFID) specialising in parliamentary strengthening and political party development.  It does this primarily by supporting the development of parliaments, political party structures and civil society organisations. 

Established in 1992, WFD has supported transitions to democracy in central and Eastern Europe, strengthened multi-party democracies in Africa, and extended its work to Asia and Middle East and North Africa in recent years.  In 2012, the organisation celebrated its 20th anniversary – a year in which it’s set to greatly increase its role and impact as a world leader in supporting the development of democracy.  For more information, please visit www.wfd.org

The Programme

WFD is recruiting a Programme Administrative & Finance Assistant (PAFA) to support the newly established programme in Pakistan. WFD is supporting the democratic transition in Pakistan by developing and implementing a programme with the national parliament in partnership with the UK House of Commons. A unique element of the programme is the deployment of long and short-term placements from the House of Commons who will mentor and share their expertise with peers. A smaller, complimentary programme, will also be developed to engage with Pakistani Parliament to share experiences within the country.

Main purpose of the role

The Programme Administrative and Finance Assistant (PAFA) will play a critical role in assisting the Country Representative in the implementation of this programme.

This role is responsible for the accurate and efficient preparation and coordination of financial and administrative procedures related to the programme. This role will need to communicate effectively both internally within the programme office and WFD’s head office in London and externally with other key stakeholders.

Management and key relationships

Staff managed[1]

None

Reports to[2]

Pakistan Country Representative

Key Relationships

·         Country Representative

·         WFD Asia Team

·         WFD Finance Team

·         PM and PO Asia 

·         Pakistani experts, partner organisations, and key civil society and government stakeholders

·         Relevant suppliers

Main Duties

Financial administration

·         Assist with the preparation of the Programme budget

·         Produce monthly expenditure reports and monitor expenditure within the Programme budget lines

·         Prepare monthly programme reconciliation and forecast

·         Prepare quarterly financial report in line with WFD and donor requirements

·         Process local income and expenditure and input all transactions onto the SAGE online accounting system

·         Process invoices and bills relating to the Programme and in line with WFD policy

·         Day-to-day management of petty cash

·         Monthly bank reconciliations

·         Preparation of monthly accruals

·         Preparation and analysis of local cash flow – funds cash requests to WFD London Head Office

·         Any other official task as assigned by Country Representative

Administrative support/office management

·         Liaise with programme suppliers and service providers

·         Apply procurement process consistent with WFD policy

·         Ensure documents and files are accessible and appropriately filed

·         Order office stationery and supplies

·         Maintain the office asset register

·         Responsible for the correct functioning of office equipment

·         Bills payments and small purchases

·         Copy typing

·         Event organisation and management

Logistical support

·         Provide logistical support to programme activities such as booking venues, flights, transport, accommodation and organising catering, etc.

·         Work closely with the London office to provide support for visits to the UK

·         Assist the Pakistan Country Representative during events to ensure activities run smoothly

·         Help organise meetings for the Pakistan Country Representative and other programme stakeholders

·         Assist in maintaining contact with key players, including donors and implementing agencies working in the same field

·         Any other task as assigned by Country Representative

Risk Management

·         To maintain an understanding and awareness of WFD’s risk management policy and procedures and to report any actual or potential incidence where WFD could be operating outside its ‘risk appetite’.

·         Inputs to risk register on financial risks

Application & Interview

[1] Please note WFD reserves the right to increase or reduce the number of staff managed according to the needs of the organisation.

[2] Please note WFD reserves the right to change the line of management according to the needs of the organisation.

[3] Essential or desirable

[4] This is relevant for recruitment purposes and sets out how a candidate will be assessed against requirements. Options are application form (App), interview (Int) or test (Test)

[5] Competencies articulate the behaviours which an organisation expects its staff to demonstrate in the course of their work both to reflect organisational values and add significance and worth.