General Functions:
Under the overall supervision of the Programme Manager, the Admin & Finance Assistant will be directly supporting and reporting to the Agency Development Officer (ADO) in the sub office and also to the Finance in charge at the head office Islamabad and provide overall Finance & Administrative support in the day-to-day management and functioning of the Program.
Specific Duties and Responsibilities:
- Responsible for the Petty Cash Imprest Account of the Office.
- Prepare monthly / annual financial statements & submission to Main Office along with all vouchers.
- Responsible to implement Staff Regulations and Rules for both Officials and Employees, and updates thereof. Notify changes to the staff members concerned.
- Arrange for the employees' medical claims
- Prepare travel authorisations and advises on allowances for staff members leaving on duty travel. Ensure security clearance is requested and received, when applicable.
- Attendance & Leave Records and control; maintenance of staff Personal Files.
- Arrangements of weekly meeting conducted by ADO.
- Checking of All Grant Payment Requests by FR or Agency before sending to H.O for processing
- Monitor office maintenance, maintenance supplies, utilities and their invoicing, pests control services, etc. Organise repairs of office equipment, and machinery. Monitor stock of office supplies and orders / requests replenishments when required.
- Maintenance of Office files related to Admin, Finance and HR
- Maintenance of Generator Log book ( Fuel Usage & Hours used )
- Disbursement of cheques Related to Logistic , Contractor and others ( Ensuring proper receiving and sending back to H.O office )
- Preparation of summarised reports of Medical claims, DSA Claims and Grant Payment requests ( Date and Staff wise details with paid and unpaid status with proper coordination of Head Office’s Finance and HR Departments )
- Maintaining despatch record of all documents related to Admin, Finance and HR and other sections of office, Sent to H.O
- Looking after office overall maintenance (Sanitation etc.)
- Any other duty assigned by the Supervisor.
Qualification and Experience:
Bachelors Degree or Equivalent.
Experience of three years working in the same role.
Knowledge of budget management and accounting techniques.
Knowledge of, or willingness to learn, a range of computer applications including financial management systems.
Ability to communicate with audiences and ability to prioritize work.
Languages:
Thorough knowledge of English; working knowledge of Pashtu, or other languages spoken in the region will be an advantage.