Under the supervision of District Program Manager, this position is overall responsible to assist program team in admin and finance operations of a district. The major responsibilities of this position are

Major Responsibilities

a. Managing all aspects of day to day operations including Finance, HR, Admin, Supply Chain and Security of in field office.

b. Maintain proper filing of office documents and maintain logs of office equipment for smooth running.

c. Support/oversee logistics arrangements for project activities.

d. Ensure compliance with defined procedures and guidelines.

e. Ensure completeness of payment documents in compliance to defined policies and procedure

f. Help making the cash payments to beneficiaries or training participants when required. Make sure to check attendance sheets duly approved by the program staff and verified with participants CNIC. Always ensure to collect signatures or thumb impression before making the cash payments.

g. Review all payment documents for proper and adequate back up.

h. Liaison with Administration, HR, IT and Security departments.

i. Assist provincial operations team for any other operations activity.

j. Prepare monthly advance reconciliations for field office and share it with District Manager by 25th of every month.

k. Preparing Monthly cash/funds forecasting for Field office.

l. Work as custodian of district office inventory and makes ensure safety of assets.

m. Support DPM in coordinating with staff for monthly time sheets.

n. Responsible for HR record maintenance at district level.

o. Conduct a time sheet audit for field office from time to time.

General Administration Responsibilities

Supervise all administration activities in the district office on daily basis.Updating office and staff administrative procedure and forms as necessaryAssist Program department and staff in the implementation of administrative systems and procedures in their respective departments.Maintain petty-cash and replen

Major Responsibilities

a. Managing all aspects of day to day operations including Finance, HR, Admin, Supply Chain and Security of in field office.

b. Maintain proper filing of office documents and maintain logs of office equipment for smooth running.

c. Support/oversee logistics arrangements for project activities.

d. Ensure compliance with defined procedures and guidelines.

e. Ensure completeness of payment documents in compliance to defined policies and procedure

f. Help making the cash payments to beneficiaries or training participants when required. Make sure to check attendance sheets duly approved by the program staff and verified with participants CNIC. Always ensure to collect signatures or thumb impression before making the cash payments.

g. Review all payment documents for proper and adequate back up.

h. Liaison with Administration, HR, IT and Security departments.

i. Assist provincial operations team for any other operations activity.

j. Prepare monthly advance reconciliations for field office and share it with District Manager by 25th of every month.

k. Preparing Monthly cash/funds forecasting for Field office.

l. Work as custodian of district office inventory and makes ensure safety of assets.

m. Support DPM in coordinating with staff for monthly time sheets.

n. Responsible for HR record maintenance at district level.

o. Conduct a time sheet audit for field office from time to time.

General Administration Responsibilities

Supervise all administration activities in the district office on daily basis.Updating office and staff administrative procedure and forms as necessaryAssist Program department and staff in the implementation of administrative systems and procedures in their respective departments.Maintain petty-cash and replenishment if required.

Facilities Management & Supplies

Maintain inventory records for office supplies and promptly advise District Manager of restocking needsEnsue timely filing of paperwork and supporting d

Ensure utilization of funds as per donor’s guidelines
Review all vouchers, Logistic and Warehousing reports, HR related documents, Procurements Process, Administration and Financial record as per Organization polices and funding donors instruction before sending to head office
Facilitate external auditors during project audits and donors assessment
Ensure that all vouchers have proper supporting documents
Maintain Cheque Dispatch Register and office Stationery Stock Register etc
As a member of Procurement committee /Bid committees, evolution of procurement documents
Facilitate Project office/Regional office D.I.khan regard HR,Logistic,Procurement Warehousing ,Financial and Administrative matters
Prepare different types of Agreements like office/Warehousing Building, Hiring of Rental Vehicle, Bikes ,Generator and Material Transportation as per Organization Procurement Policy
Preparation of Staff salaries according to monthly leave and attendance record
Preparation of necessary documents for release of contractors payment and ensure that documents are complete in all respect.
Recording of All office Expenses and adjustment of official advance with necessary supporting documents
Maintain supporting vouchers and evidences of expenses made at area office level
To provide area manager with monthly statement of expenditures of the area office

JOB RESPONSIBILITIES:
 Ensure utilization of funds as per donor’s guidelines
 Review all vouchers, Logistic and Warehousing reports, HR related documents, Procurements Process, Administration and Financial record as per Organization polices and funding donors instruction before sending to head office
 Facilitate external auditors during project audits and donors assessment
 Ensure that all vouchers have proper supporting documents
 Maintain Cheque Dispatch Register and office Stationery Stock Register etc
 As a member of Procurement committee /Bid committees, evolution of procurement documents
 Facilitate Project office/Regional office D.I.khan regard HR, Logistic, Procurement Warehousing ,Financial and Administrative matters
 Prepare different types of Agreements like office/Warehousing Building, Hiring of Rental Vehicle, Bikes ,Generator and Material Transportation as per Organization Procurement Policy
 Preparation of Staff salaries according to monthly leave and attendance record
 Preparation of necessary documents for release of contractors payment and ensure that documents are complete in all respect.
 Recording of All office Expenses and adjustment of official advance with necessary supporting documents
 Maintain supporting vouchers and evidences of expenses made at area office level
 To provide area manager with monthly statement of expenditures of the area office
 Receive monthly statements of expenses from the field office and compile monthly statement of expenses to be sent to finance section at head office
 Maintain leave record of all the field offices employees & send their attendance & leave record to head office on monthly basis
 Maintain expenses record like POL & salaries
 Maintain personal files of all project staff Ensuring attendance of staff
 Assist while maintaining job request form of vacant position.
 Assist the HR manager in the recruitment process and arrangement of interviews
 Maintenance of sche

 Prepare teams for 9000 beneficiary’s assessment in 04 UCs on emergency basis regarding agriculture inputs.
 Timely filing of all the vouchers payment/receipt documents
 To ensure the Data entry on the given time frame.
 To be the first point of contact for the Project Manager and keep the diaries of the
 Project Manager and arrange meetings when advised.
 Maintain leave record of all the field offices employees & send their attendance & leave record to head office on monthly basis
 Ensure the maintenance of attendance register in office and also confirm staff attendance level in the field
 Vehicle Management for staff according to activity work plan
 Maintain expenses record like POL & salaries
 Maintenance of scheme wise Ensuring attendance of staff
 Assist while maintaining job request form of vacant position.
 Assist the HR manager in the recruitment process and arrangement of interviews
 Ensure utilization of funds as per donor’s guidelines
 Maintain proper financial record and filling system according to organization requirements.
 Copy or Scan the financial documents for office record and send the original documents to HO
 Review all vouchers, Logistic and Warehousing reports, HR related documents, Procurements Process, Administration and Financial record as per Organization polices and funding donors instruction .
 Duly review documents for completeness and accuracy before processing payments

 Filing and maintaining proper record of all documents
 Management of Support staff
 Manages the office and finance administration of Revive.
 Responsible to check the Daily / Monthly quarterly work plans and reports of Social Mobilizers
 Office Maintenance
 Prepare log books according to budget consumption of fuel
 Prepare progress reports
 Prepare staff attendance and Time Sheets.

 Maintenance of stationary stock
 providing advice and information to the Finance Manager
 Follow-up of payments
 Vouchers with relevant supporting. And ensure timely release of payments of staff salary and/or vendor/consultants/Partners etc.
 Filing and maintaining proper record of all documents