Admin / Finance Officer

Note: Every application fitting the job description will be thoroughly evaluated. Candidate who tries to influence the recruitment process through calls and indirect means will be automatically disqualified

ROLE IN THE ORGANIZATION

Base Admin and Finance Officer works under the direct supervision of Field Coordinator and Technical supervision of Admin and Finance Coordinator and is overall responsible for all financial management and administration related tasks. He/she is an expert in NGO Administration and Financial management of operational program. 

He/she is:

• Part of the finance team, as a key player.
• The Admin and Finance Officer by assisting Admin and finance coordinator is overall responsible for preparing financial statements, maintaining cash controls, Finalizing the payroll, financial reports, follow ups and administration and managing expats visas.
• Performing all actions and producing all documents, feedbacks and links that will allow the SIF to achieve its objectives and provide self-audit and monitoring capacity.

MISSIONS AND ACTIVITIES

Objective 1: Accounting and invoices & Allowance Payment Activities:

• Prepare the Financial follow-up of SIF activities (expenses follow-up, budget follow-up)
• Maintain up-to date knowledge of and implement national government requirements and regulations related to financial matters such as income tax, Sales Taxes social security, etc.
• Monthly closure of the accounts (Check all invoices and writings, prepare the final excel file, match advances and group invoices, import the accounting in Saga).
• Preparation of Monthly Closing Documents (Inventories, Bank Reconciliation, etc).
• Ensure the respect of the procedures before any payment (validation form, etc).
• Review all the payments documents for proper coding and supporting documents.
• Prepare sending of accountancy archives to headquarters (edit packing list, follow up listing of archives).
• Supervises the archiving of the accounting documents in the field and its transmission to the HQ.

Objective 2: Managing the Cashflow Activities:

• Management of the Cashbox (Check the invoices, process all advances, all payments, enter the information needed in the cashbook, daily/monthly inventory, weekly/monthly check, etc).
• Prepare the Cash flow forecast after validation of the Project.
• Submit the cash forecast on HQ format to Admin Coordinator after consultation with other department
• Record and follow up all administrative expenses in the Monthly Expenses Follow-up.
• Cross check the monthly payroll for all staff.
• Organize and ensure the withdrawals from the bank, the money changing and transfers to field bases
• Follow-up all documents concerning the bank (local funds received, transfer request letters, etc.).
• Ensures good relations with the bank, investigates and acts as an advice about bank procedures.
• Prepares requests for the bank (financial operations, administrative management of SIF accounts).

Objective 3: Tax Management Activities:

• Cross verification of withholding Income & Sales Tax deductions are as per Govt of Pakistan rules and deposited to the Government.
• Ensure that withholding Taxes submitted to Govt. on time with close collaboration with the Accountant.

Objective 4: Payroll Management Activities:

• Work with HR department for processing of Monthly Payroll.
• Ensure the Salary charging is correctly done.
• Deduct salary tax on staff salaries and gratuity.

Properly maintain the Gratuity sheet.

Objective 5: Internal and External Audits Activities:

• Assist the Admin Coordinator in the Preparation of the financial reporting and audit documentation.
• Ensure Internal control audits, and initiate and implement actions necessary to correct weaknesses.
• Perform physical Inventory check of all offices after every six months or at least annually.

Objective 6: Report Activities:

• Assist in closing of accounts and preparation of monthly expense report.
• Provide support to prepare annual and quarterly work plans and reports.
• Assist Admin Coordinator in donor reporting.

Objective 7: External Gov. Dealing Activities:

• Coordinate with Economic Affair Division & Interior Ministry to get organization MOU and Expatriate Visas. Provide the necessary information to Administrative Coordinator to ensure compliance with National regulations with respect to administrative matters (e.g. registration, taxation), especially when changes occurs in the procedures.
• Manage, follow-up and report to Coordinator Administrator the legal procedures and documents requirements (visa, stay permit, travel permit, departure and arrival procedures) for all national and international staff.

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

KNOWLEDGE/SKILLS/BEHAVIOR

• Bachelor’s degree in Accounting, or Finance. Partially CA, ICMA or ACCA qualified.
• Advanced Diploma in Accounting from College/Institutions preferred.
• Minimum of Three years of experience in a finance role. 
• Good computer skills; word, excel, PowerPoint and database.
• Very good communication skills and team player, as well as ability to work individually.
• Demonstrated organizational ability is strongly desire.
• Ability to liaise with national authorities, NGO’s and other agencies.
• Able to work independently, make decisions and exhibit flexibility.
• Flexibility and adaptability is required.

*SIF reserves the right to check the criminal records according with the current law.

The SIF has a zero-tolerance policy towards any type of fraud, corruption, moral harassment, abuse or violence of any kind whatsoever and more generally any violation of legislation, regulations or its code of conduct.

SIF commits to respect the “Do no harm” & PSEA (Prevention against sexual exploitation and abuse) principles and ensure Child Safeguarding is paramount in all its activities. We do everything possible to ensure that only those who are suitable to work with vulnerable people, in particular with children join our organization.

SIF is an equal opportunity employer that is committed to diversity and inclusion in the workplace. The Hiring is subject to donor funding*