Purpose of Position:
Ensure the completeness, proper filing and archiving of Procurement and financial documents while ensuring the ease of retrieval of these documents during audits or as per any other requirement.
Ensure sufficient cash is available in the office for day to day cash needs. Arranging check and bank transfers for all the vendors and staff.
Facilitating the efficient working of Admin department and effective completion of procedures by keeping the inventory records up to date and complete.
Maintenance of Financial Documents:
Coordinate with NO(National Office) and field offices for the monthly financial documents.
To do the monthly Journal listing of the entire NO and field office financial documents; stamping the vouchers with ‘and ensure all the documents are complete and ready for the audit.
Follow up with relevant staff for any missing vouchers. Ensure all the financial documents are filed properly and no loose vouchers left lying around the office.
Maintaining LDRs and verification with LDR allocation report received from Sr. Finance Officer on monthly basis. Maintain the tracking sheet and file with complete and correct LDRs of NO and the field office for each month.
Maintain files of lease agreement and rental contracts of WV offices, team house, warehouse and petrol pumps for National Office and the field offices.
Facilitate the internal and external audits in terms of documentation required & filing back the documents.
Admin Responsibilities
Making Cash payments to the staff/vendors upon receipt of approved payment request.
Ensuring safety and security of the all cash and banking instruments like unused cheques, unpaid bills, vouchers, demand drafts etc.
Assisting in preparing payment vouchers and ensuring all supporting documents are attached with the payment.
Responsible for general housekeeping and office supplies.
Assisting in preparing monthly attendance to forward to HR for payroll.
Assisting in updating travel board, maintaining soft version of it.
Responsible for local purchases as per approved purchase requests.
Responsible to organize events, seminars, exposure visits within Mardan, Peshawar and other desired location when/if needed.
Assisting transport section for field staff and manage drivers leaves, overtime, perdiem etc..
Assisting Vehicle movement, fueling and maintain the log books updated.
Taking care of generator maintenance and oil/filters change.
Submission of utility bills on timely basis.
Assisting in arrangement of field staff , Intl staff ‘s accommodation
Timely filling of all the relevant payment/receipt documents.
OTHER RESPONSIBILITIES
Follow the World Vision’s financial policies and be knowledgeable of the manual.
Perform any other tasks that may be assigned from time to time by Senior Finance Officer, Finance Manager and Finance Director.
Knowledge, Skills and Experience:
Diploma in or Bachelor’s degree in Accounting/MBA/BBA
At least 02 years of experience in Admin and Finance.
Accounting experience in an NGO environment would be an advantage.
Knowledge of accounting systems and government tax reports.
Knowledge of basic accounting principles
Good computer skills.