Finance and Administrative Assistant

LOCATION: Pakistan, Islamabad

SALARY: Competitive

STARTING DATE: As soon as possible

The Global Alliance for Improved Nutrition (GAIN) is driven by the vision of a world without malnutrition. GAIN is a Swiss based international organization that mobilizes public-private partnerships and provides financial and technical support to deliver nutritious foods to those people most at risk of malnutrition.  The organization is delivering improved nutrition to an estimated 700 million people in more than 30 countries, half of whom are women and children. 

Finance and Administrative Assistant, Pakistan

The Finance and Administrative Assistant, Pakistan, will support office management through assistance for finance and administration, and provides day to day program support to the Country Manager, to ensure timely and efficient program delivery, in line with GAIN’s policies, procedures and program objectives.

Responsibilities

Administrative and Program Assistance

• Provides assistance to the Country Manager, Pakistan, ensures compliance with GAIN policies and procedures.
• Coordinates meetings with program consultants and international staff. Arranges meeting rooms, drafts and disseminates meeting agendas, prepares briefing notes and where necessary takes meeting minutes which may include preparing and disseminating materials as instructed.
• Assists in scheduling and planning for events and conference calls, makes recommendations regarding meeting or equipment facilities. Organizes and coordinates meetings and calls including travel and hospitality for meeting attendees.
• Assumes responsibility for document filing and develops office administrative procedures as required.
  • Coordinates domestic and international travel arrangements for the Country Manager, Pakistan, and visitors, inputs travel authorizations, processes travel claims and arranges tickets, visas.
  • Prepares and formats standard contracts and related documents, in strict compliance with the standard contracting process and templates of GAIN, and assists in the preparation of complex contracts.

Finance Assistance

• Coordinates with a local tax consultant to ensure compliance with Pakistan regulations regarding tax for the office and local employees.
• Helps track the budget of the Pakistan office and assists in preparing donor reports.
• Ensures the smooth flow of approval documents, ensuring information transfer to the relevant staff.
• Prepares accounts payable documents (e.g. invoices, payment requests) for approval.
• Works with Finance (Geneva) to ensure all project related expenses are properly coded to ensure the accuracy of financial reporting.
• Assists the Country Manager, Pakistan, in the development of documentation relating to budgets, cost analyses, reports and forecasting.

Office Management

• Coordinates with GAIN Headquarters regarding space management, rentals, finalizing vendors, day to day monitoring / installation of office equipment, IT and coordination of annual contracts.
• Day to day facilities management of the Pakistan office, developing and maintaining good relationships with suppliers.
• Supervises support staff such as building staff, security guards and cleaners.
• Manages procurement as per GAIN’s procurement policy and national standards, liaising with Finance (Geneva).
• Effects payments to suppliers, based on approval and authorization by the Country Manager, and GAIN Headquarters.

Experience

• At least 3 years work experience in an administrative, finance and mid-level support role.
• Experience working in an entrepreneurial, matrix, global organization.
• Documented experience (work certificates) in an administrative / office management role, preferably in an international NGO.

Skills & Attributes

• Proactive with a commitment to quality and accuracy with close attention to detail.
• Strong interpersonal, organizational and communications skills.
• High flexibility and occasional availability to work outside regular working hours.
• Effective oral and written communication skills in an environment requiring diplomacy and good judgment in managing interactions with individuals at all levels inside and outside an organization. 
• Able to prioritize, multi-task, and work well under pressure with frequent deadlines. 
• Reliable and enjoys working in a multi-cultural, cross functional team with flexible and adaptable approach to work.
• Computer literacy with excellent MS Word, MS Excel, Outlook, and PowerPoint skills.
• Written and verbal Urdu and Punjabi required.

Education

• Master’s degree in Business Administration or BS in other related field from a recognized university or an acceptable combination of education and experience.

Other requirements

• Ability to travel on occasion.