Senior Admin & Finance
Officer

The Senior Admin & Finance Officer will be responsible for maintaining sound financial and administrative systems to support the smooth implementation of the SRHR project in Chitral Region. The role includes managing day-to-day financial transactions, supporting procurement processes, maintaining asset records, overseeing logistical arrangements, and ensuring compliance with organizational and donor policies. This position requires a detail-oriented and organized professional who can ensure accountability and efficient operations in a decentralized project setting.

Key Responsibilities

1. Financial Management

• Maintain accurate and up-to-date financial records for district and field-level expenditures.
• Prepare vouchers, process payments, and ensure proper supporting documentation as per organizational financial policies.
• Support preparation of monthly financial reports, petty cash reconciliations, and expenditure forecasts.
• Monitor budget utilization and alert the Project Manager of any variances.
• Ensure proper coding of expenses and timely data entry in accounting systems.

2. Administration and Logistics

• Manage day-to-day administrative tasks at the district level, including office supplies, filing systems, and facility upkeep.
• Arrange travel, accommodation, and logistics for staff, consultants, trainers, and project visitors.
• Coordinate with vendors, transport providers, and hotels, ensuring cost-effectiveness and quality services.
• Maintain administrative records, including attendance, leave records, and vehicle logbooks.

3. Procurement and Asset Management

• Support procurement processes in line with procurement SOPs, including preparing RFQs, bid evaluations, and purchase orders.
• Maintain an up-to-date inventory of all project assets and equipment across field offices and facilities.
• Ensure tagging, safeguarding, and periodic verification of assets and supplies.

4. Compliance and Documentation

• Ensure all financial and administrative documentation is compliant with donor and audit requirements.
• Maintain a filing system (physical and digital) for financial records, procurement documents, and administrative correspondence.
• Support internal and external audits by providing required documentation and responding to audit queries.

5. Coordination and Communication

• Serve as the point of contact between the project field office and head office Finance/Admin units.
• Provide support to field staff on administrative forms, financial processes, and travel documentation.
• Participate in district-level coordination meetings and support training and event logistics as needed.

6. Expected Deliverables

• Monthly financial reports and reconciliations
• Complete and auditable vouchers, invoices, and payment documentation
• Updated inventory and asset register
• Procurement records and vendor files
• Logistic plans and travel itineraries for field activities
• Timely submission of administrative and compliance reports

Required Skills

• Bachelor’s degree in Finance, Accounting, Business Administration, or a related field.
• Master’s degree, ACCA/CA-Inter, or relevant certification is preferred.
• 3–5 years of relevant experience in finance and administration, preferably with a development or public health project.
• Experience managing budgets and procurement for donor-funded projects (GAC, UNFPA, etc.) is highly desirable.
• Proficiency in accounting software (QuickBooks, ERP, etc.) and MS Excel
• Strong knowledge of financial regulations, procurement rules, and donor compliance
• Excellent organizational, time management, and documentation skills
• Strong interpersonal and communication skills
• Fluency in English and Urdu; knowledge of local languages is an asset
• High level of integrity, accountability, and attention to detail