Admin & Finance Officer
(Gilgit Based)

Budget: 50,000

Job Description:

This position is responsible to ensure that all requirements related to admin& Finance, logistic & procurement is done in time at the project, will be responsible for ensuring compliance of organization’s financial policies. Also ensure that event management activities are fulfilled inside and outside the project while providing financial support.

 Financial Responsibilities:

• Preparing the payment vouchers into MIS after resolving the discrepancies.
• Preparing Journal Vouchers related to payments and monitoring the timely disbursement of funds.
• Monitoring and ageing of Payables.
• Collection of Fees from students enrolled in regular Programme.
• Settlement of petty cash in a timely manner.
• Checking bank and cash receipt vouchers and resolving discrepancies.
• Timely deposits into bank accounts.
• Monitoring and ageing of receivables.
• Preparing bank reconciliations statements of the project bank accounts on monthly basis.
• To support Tax related matters, deduction & submission of Tax documents. Deduct the tax on goods and services as per the applicable finance act and WHT rates.
• To check the payroll shared by HR and prepare the payroll reconciliation.
• Reconciliation of Grants/ Funds received from donors against the invoices generated by organization.
• Coordination with core office in Audit exercise and provision of required information when required.
• Preparation of project financial report as per the donor’s requirement.
• Extending support to program staff for budget preparation and to assist Manager Finance in budget preparation.
• To generate the monthly invoices and book into MIS under the same project.
• Settlement of advances timely.
• Any other duty assigned by the supervisor

 Administrative Responsibilities:

• Ensures that all Event Management requirements of the project/program are fulfilled according to approved budget.
• Ensures that all travel, transport and accommodation arrangements regarding the event/project inside and outside are made according to budget and communicated to the focal persons and timely coordination with all departments.
• Produce a weekly report for the staff members/visitors who come on the weekends.
• Maintain log book of vehicles and proper Maintenance of vehicles and office premises. Monitoring of vehicle movements
• Dealing with undertakings of Fire / theft policy. And will get record of fixed assets (with prices and date of purchase) for calculation of premium & then get the fixed assets insured, responsible for physical check of fixed assets. Inventory of all assets and updates.
• Ensures that daily check of "building maintenance checklist", inspection of building according to schedule, preparation of check list and ensure that work has been done
• Meetings with vendors / suppliers for maintenance, supply of items negotiations, explanation of work and ensures that repair work is done with best quality. Keep updated emergency numbers of concerned vendors and suppliers.
• Monitor the cleanliness of the office and supervise the duties of the cleaners and the office guards.

• Supervise and coordinate all activities related to logistics, ensure timely delivery in this regard
• Ensures that the vendors are timely approved/ re-evaluated by purchase committee according to the requirement. Make sure thatdisapproved vendors are struck out of approved vendor’s list.
• Ensures that the Purchase orders are made according to the requirements and proper hard and soft copies are maintained.
• Ensures that all invoices/ bills are timely processed hence receiving of Bills from vendors, keep records of bills received, complete
• the required documentsmake payments. Establishing proper recording and weekly reporting systems of all activities inclusive ofupdated inventory
• Ensure that Purchase Order is prepared and signed beforehand (where possible).
• Ensure that proper filing system for Logistics is maintained including communication with vendors,quotations, business profiles etc.
• Responsible to perform local market surveys and prepare requests by providing accurate information on prices, specifications,freight and source of local manufacturers/authorized dealers/ suppliers etc.as and when required.
• At least quarterly physical verification of assets
• Ensure security check systems
• Proper handling of official guests
• Ensures timely purchasing of food items for the office kitchen and maintains coordination with suppliers regarding office requirements
• To perform any other task assigned by the Management.

Professional Experience and Competencies:

• Bachelor’s degree in Finance/ Accounting (B.Com, BBA etc.)
• Minimum 2 years of relevant experience.
• Experience of working with NGOs will be preffered
• Ability to meet targets within tight deadlines.
• Sound judgment, flexibility, adaptability and cultural sensitivity.
• Proficiency in MS Office Suite.
• Good knowledge of Internal Audit processes and procedures

Note:
We maintain a zero-tolerance policy towards Sexual Exploitation and Abuse. All selected candidates will undergo comprehensive background checks and stringent controls. As an equal opportunity employer, we encourage female candidates to apply. This role needs to be filled as soon as possible, and applications will be reviewed on a rolling basis, and only short-listed candidates will be contacted