Summary of role:
Under the line management of Programme Manager (PM), this post holder will be responsible for directly managing the finance, logistics and human resources functions in Sindh. Working closely with Islamabad based finance, systems and grants team; she/he will enhance the planning and management capacities of Organization and partners’ teams in Sindh. The key performance standards would be to ensure programme’s compliance with Organization and donors policies, procedures and best practices. Working in a team environment, the position holder will provide effective and timely financial, logistics and administration support to the provincial programme in relation to financial reporting, reviews, compliance, capacity building, procurement, fleet management and warehousing.
Specific responsibilities:
1. Financial Management, Budgeting, Reporting & Treasury
a) Assist the Programme Manager to meet the financial reporting requirements
b) Timely finalisation of books of accounts, journals, and any other inputs required by the Country Office finance team
c) Oversee monthly/quarterly field reconciliations of Balance Sheet items and ensure these are done before month end closing.
d) He/she will ensure that sufficient funds are available at all times with provincial office and partners by assisting in submission of monthly cash request to Country office as per agreed timelines.
e) Supervise provincial office bank relations and bank account activities including negotiations and updating signatory within fortnight of joining of signatory or before leaving of a signatory.
f) Provision of payroll supporting to Country office for payroll disbursement.
g) Oversee per-diem and other cash payments to staff
h) Provide timely support to PM by consolidating logistics/ admin budgets, analysing them and submitting to General Systems Manager (GSM) for final review.
i) Monitor the budgets, cash forecasts, spending and provide advice to the relevant staff, to ensure that the budget line is being followed.
2. Contract Management:
a) Understand the donors contract and prepare the compliance check list of the contract for field team/ partners
b) Support contract finance specialist in preparation of the fee rates, project expenditures, forecast and budget proforma
c) Make sure the time sheets for provincial staff are prepared in accordance with the agreed format and are available for third party audit
d) Participate the Finance/logistics working groups meetings at field level
e) Understand the PBR/ risk matrix form, orient to partner and programme staff
f) Make sure the milestone are flagged on monthly basis with programme for remedial action.
g) Conduct the meeting with programme team on monthly basis to review the monthly management account.
3. Legal Compliance, Audit and Budgets
a) Reconcile/organize the financial record to facilitate all type of audits (donor/external/internal)
b) Follow-up with partner/staff on issued raised by the auditors (donor/external/internal)
c) Keep the and arrange the scan copies/original documentations for the auditors
4. Partnership Management
a) Annual/ new partner’s CLOFAT
b) Prepare and implement the capacity building plan for the finance staff
c) Review and finalize the financial reports on monthly basis and submit to Islamabad office in time
d) Support to complete the financial documentation supporting and make sure all the financial record are in compliance with Organization standard procedures
e) Close out of the partner on time and takeover all the financial documentations
5. Management of the Logistics functions
a) Maintain a strong logistics system in Sindh office.
b) Translate the policies and objectives of a project proposal into logistics work plans together with the logistics team at field.
c) Familiarise with donor guidelines related to logistics and transport, provide information and conduct training for systems staff.
d) Provide on the job training and guidance for field/ Partner Logs & Admin staff employed in the various programme areas to enable them to handle functions independently by conducting formal and informal training sessions.
e) Support field/Partner staff (systems) so that they can purchase and deliver supplies to the programme areas in timely manner.
6. Management of the Procurement functions
a) Review tender documents and supply contracts.
b) Supervise procurement functions in the field ensuring that organizational procedures are followed and also Organization gets value for money.
c) Assist in developing an efficient and effective supply chain with the aim of reducing operational cost and keep database of suppliers and prices of frequently needed goods and services.
d) Ensure extensive supplier and market reviews are carried out and a preferred supplier list is established
e) Ensure that requested goods and services are timely procured and delivered.
f) Ensure that regular market surveys are carried out to ascertain average costs for goods and services in order to select suppliers that offer competitive price.
g) Ensure that major procurements are vetted from the Islamabad staff to ensure compliance
7. Capacity Building of Staff and Partners
a) In consultation with Programme Manager, coordinate with partner staff and prepare respective capacity building plans according to the needs
b) To assist the partner organisations in the development of their logistics and administrative systems.
8. Security & Assets Management
a) To assist the PM and GSM in security management related matters by attending INGO security meetings, and providing inputs in reviewing the Security Management Plan (SMP) as required.
b) Being Security Focal Person (SFP) for Provincial Office be responsible for implementation of SMP and ensure security advisories are timely shared with all relevant staff.
c) To ensure that all security and safety related contingencies like fire extinguishers, emergency boxes, first aid kits etc. are being maintained and periodically checked and refreshed.
d) To maintain record of Organization Field Office assets and inventory according to Organization Asset management system and make arrangements for the insurance.
e) Maintain the Asset and Inventory list and update them as required ensuring that all assets and Inventory items are recorded and tagged without any delay.
9. Representation/ Coordination:
Develop a cordial relationship with government officials by regularly meeting them specially home department and other relevant ministries, so that it is easier to access them and requests like travel NOC’s are easy to process and obtain.
- 10. Emergency Response:
Provide logistics and administrative support to Organization’s emergency response interventions.
Relationship
Internal: Programme Manager, General Systems Manager, Grants Team, Country office finance team, Organization Partner Organisations, other relevant staff/ stakeholders
External: Organization Local NGO Partners’ staff, UN Clusters, I/NGOs and relevant government departments
Person specification:
a) Master’s Degree Holder preferably an MBA, Partly qualified CA, ICMAP, ACCA will be an advantage
b) At least 5 years work experience of finance and logistics preferably in development sector
c) Excellent working knowledge of finance and logistics procedures followed in an INGO
d) Must be computer literate with a comprehensive knowledge of MS Office, Outlook, Excel & accounting software/ERP
e) Good communication and team building skills
f) Experience in capacity building and working in a partnership mode with local NGOs
g) Displays sensitivity and adaptability to different cultures, genders, religions, races, nationalities and age groups
h) Good team player, self-starter, has ability to work under minimum supervision and maintain good relationships
i) Effective multi-tasking, flexibility, organizational capacity, prioritization skills are necessary
j) Excellent written and verbal communication skills in English
Disclaimer Clause: This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.
Accountability:
In carrying out the above duties, Organization approved procedures must be followed at all times. Post holder will be accountable for the overall finance and logistics costs at provincial office.
Authority:
As per the delegation limits of Organization.
Special Circumstances:
Organization Programme, like other INGOs working in Organization, sometimes has to operate in risky environments/areas. Organization has a security management plan to minimize all possible risks. In case of emergency/disaster, Livelihoods Officer will be required to assist the Project Coordinator/ Programme Manager to respond and make necessary arrangements
Performance Standards:
Based on the above mentioned Duties and Responsibilities, specific performance standards will be worked out in consultation between Director of Programmes and Programme Manager - Sindh.
Organization Staff Code of Conduct and Other Policies:
Organization has a Code of Conduct and associated policies (Programme Participant Protection Policy, the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy) which has been developed to ensure the maximum protection of programme participants, especially beneficiaries, from abuse and exploitation, and to clarify the responsibilities of Organization staff, partner organisations, and anyone engaged by Organization or visiting our programmes, and the standards of behaviour expected of them. In this context all Organization staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct of their work in accordance with Organization’s core values and mission.
Any candidate offered a job with Organization will be expected to sign the Code of Conduct and its associated policies as an appendix to their contract of employment. By signing the Code of Conduct and associated policies candidates demonstrate they have understood its content and agree to conduct themselves in accordance with the provisions of this document.
Any breach of the Organization Code of Conduct and its associated polices by employees of Organization during the course of their employment will result in disciplinary action up to, and including, dismissal.
Counter Terrorism Policy:
Organization receives a substantial amount of funding from external donors each year. Increasingly donors are introducing requirements whereby future funding is conditional on Organization ensuring that the names of any new employee or volunteer do not appear on terrorism lists generated by the European Union (List of person, groups and entities to which Regulation (EC No. 2580/2001 applies), the US Government (Office of Foreign Assets Control list of specially designated Nationals and Blocked Persons) and the United Nations (Consolidated List).
‘Any offer of employment (either paid or voluntary) with Organization will not be made pending a clearance check being conducted on the applicant. For additional information please consult our web site or contact the Human Resource Division in our Head Office. By submitting a formal application for paid or voluntary employment to Organization, you agree to Organization carrying out a clearance check as outlined above and that Organization will not proceed to recruit you should your name appear on any of the aforementioned lists.