Note: This position will be filled on a rolling basis and is contingent upon donor funding. Females, disabled and Local candidates are strongly encouraged to apply. All the positions will be filled on a priority basis and applications will be closed as soon as positions are filled. Every application fitting the job description will be thoroughly evaluated
SIF is an equal opportunity employer that is committed to diversity and inclusion in the workplace. The Hiring is subject to donor funding.
The candidate who tries to influence the recruitment process will be automatically disqualified. SIF reserves the right to check criminal records according to 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 respects the humanitarian principle of "Not harm" and ensures child security as a primary consideration. Hiring is subject to donor funding.
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Introduction:
Based in Quetta, Balochistan under the direct supervision of the Program Manager and Technical supervision of Base Finance Officer. The Admin and Finance Officer is overall responsible for all financial management and administration-related tasks. He/she is an expert in NGO Administration and Financial management of operational programs.
He/she is:
- Part of the finance team, as a key player.
- The Finance Officer by assisting the 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, feedback and links that will allow the SIF to achieve its objectives and provide self-audit and monitoring capacity.
Objective 1: Accounting, 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, and 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 payment documents for proper coding and supporting documents.
- Prepare to send 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 Cash Flow 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 in HQ format to the Admin Coordinator after consultation with other department
- Record and follow up on 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 on 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 are submitted to Govt. on time with close collaboration with the Accountant
Objective 4: Payroll Management Activities:
- Work with the 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 checks of all offices after every six months or at least annually.
Objective 6: Report Activities:
- Assist in the closing of accounts and preparation of monthly expense reports.
- 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 the Economic Affairs Division & Interior Ministry to get organization MOU and Expatriate Visas.
- Provide the necessary information to the Administrative Coordinator to ensure compliance with National regulations concerning administrative matters (e.g. registration, taxation), especially when changes occur in the procedures.
- Manage, follow up and report to the Coordinator Administrator the legal procedures and documents requirements (visa, stay permit, travel permit, departure and arrival procedures) for all national and international staff.
Position Type/Working Hours:
This is a full-time position with 40 working hours per week. Occasional evening and weekend work may be required as job duties demand.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Minimum Requirements and Competencies
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Education
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- Bachelor’s Degree or higher in Finance, Accounting, ACCA or any relevant Professional area.
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Experience
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- Minimum of three years’ experience in humanitarian work with INGO preferably in relief and/or development work.
- Strong leadership skills, proven experience in strategic planning, overseeing large programs and ability to effect and manage change effectively.
- Demonstrated typical planning, analysis, and reporting skills
- Demonstrated advanced communication, presentation and interpersonal skills
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Languages
Knowledge and Skills
Competencies
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- Fluency in spoken and written English is required.
- Proficiency in local languages (e.g., Urdu, Pashto, Brahui, Balochi) is highly desirable.
- Essential computer literacy (MS Applications)
- Respect and promote SIF values and mandate, and report to the line manager any non-respect of SIF’s policies amongst the teams or partners.
- Address needs and requests in a professional way.
- Always interact with children in the presence of their parents or caregivers.
- Always respect beneficiaries’ confidentiality.
- Report any incident or act that causes harm to beneficiaries or to others.
- Aware of child protection/safeguarding concept.
- to establish and maintain effective working relations with people of different cultural backgrounds.
- Strong cross-cultural communication skills.
- Rigorous and polite.
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