Admin / Finance Coordinator

Founded in 1991, SIF is an International Non-Governmental Solidarity Organization aimed at social and humanitarian action in the areas of humanitarian assistance and development aid, in France and across the world.

SIF has been active in the field for over 25 years in over 20 countries, with three main focus areas: Water and Sanitation, Food Security and Child Protection.

SIF has been working in Pakistan since 2010, implementing humanitarian and development projects in Pakistan Administered Kashmir, Sindh, Balochistan, Punjab, KP, and Islamabad & Rawalpindi. SIF has reached to over 2.8 million beneficiaries across all provinces and Pakistan Administered Kashmir between 2010 and 2022. SIF adheres to International Standards such as CHS, Sphere, CPMS, LEGS, MSE, HIS emergency programming. Significant contribution and alignment with National SDGs Framework of Pakistan (SDGs -2, 4, 5, 6, 8 & 13). Currently SIF is working in partnership with UN-WFP, UNHCR and CDCS.

SUMMARY OF THE POSITION:

Based in Islamabad, Pakistan. The Administrative & Finance Coordinator will work under the direct supervision of Head of Mission, this position is responsible for the overall management of financial, budgetary and administrative aspects of entire SIF Pakistan in order to guarantee rigorous and transparent procedures and to fulfil the objectives of the mission by respecting SIF, donors' guidelines and national legal requirements.

ROLES & RESPONSIBILITIES:

Accounting, Budget Planning, Monitoring & Reporting:

•  Manage & supervise day-to-day accounting functions including data entry, regular cash counts, bank reconciliation and timely submission of financial reports to HQ and donors.
•  Importation of accounting data into SAGA accounting Software on monthly basis.
•  Monthly Review the Implementing Partners Expenses and reconcile the accounting records.
•  Responsible for the Accounting, budgeting and ensure the implementation of financial procedures, tools and guidelines especially with the remote management process.
•  Develops and implements the administrative and financial procedures and guidelines and ensures it is updated with the evolvement of Sif and donors’ regulations.
•  Monitor budget, in coordination with the teams: preparation, consumption follow up, reporting to donors and HQ.
•  Prepares annual and donor budgets in coordination with the teams.
•  Monitors overall budget consumption with respect to donors’ constraints creates and updates regularly allocation board.
•  Communicates with the financial controller at HQ and the coordinators about the budget follow up.
•  Identification and analysis of any discrepancy; Alert role on budget gaps, risks or opportunities
•  Technical assistance to the program team for budget forecast (both project and donor).
•  Prepare the budget forecast for support costs (both project & donor).
•  Technical referent of the budget monitoring tools + in charge of any technical improvement.
•  Prepares financial reports to donors.
•  Prepare annual and donor budgets in coordination with HOM & Program Coordinator.
•  Oversee cost allocation in accordance to donor regulations.
•  Ensures when needed and by delegation of the HOM the representation of SIF in front of donors.
•  In coordination with the HOM, negotiates financial elements and prepares answers to contractual obligations fixed by donors.
•  Cash Management & Monthly Fund Request:
•  Is responsible for the cash provision between the different programs/bases.
•  Assesses the needs for the projects for the coming month and submit fund requests to HQ in Paris.
•  Organizes and supervises all aspects of cash flow including security of cash, ensures sufficient separation of responsibility and level of control over transactions.
•  Ensure that sufficient funds are always available in the bank.

Supervision of the Accounting & Invoices & Allowance Payment:

•  Responsible for the accountancy of all sites: quality of documents, respect of procedures, accounting & donor allocation. Coordinates the closure of monthly accountancy.
•  Ensure internal processes are adhered to before releasing of payments.
•  Supervises the archiving of the accounting documents in the field and its transmission to the HQ.

Tax Management:

•  Supervise & ensure that withholding Income & Sales Tax deductions are as per Govt of Pakistan rules and deposited to Government.
•  Supervise and ensure that monthly withholding Taxes returns submitted to Govt. on time.
•  Supervise and ensure that filing of annual Tax return along with filing of annual accounts to Govt.

Internal and External Audits:

•  Lead preparation for internal and external audits, financial reviews and external audits.
•  Conduct Annual External Audit in Pakistan and submitted to different departments of Govt. as per their requirements.
•  Reviewing and addressing questions from auditors in consultation with Head of Mission.

Government Liaising Activities:

•  Ensure the effective coordination with Ministry of Interior, Economic Affair Division, and passport Office related to organizational MOU & Expatriate Visa.
•  Ensure all the Govt. related documentation updated and required information provided timely
•  Extend support to the Base/ Program Manager to get NOC timely.

Team Supervision:

•  Manage all staff within the department with integrity and foresight, and in accordance with HR procedures and policies to ensure that they maintain the highest standards of accountability and professionalism.
•  Ensure that staff supervised are evaluated regularly, trained and/or mentored in a structured accountable manner, and written records of such are retained.
•  Oversee the recruitment, selection and performance of Finance Team.

This list is not limited; the employee may be required to perform any other task necessary and compatible with its functions assigned by HOM.