Pakistan: Finance & Administration Officer

Reporting To: National Program Coordinator

Job Location: Karachi & frequent travel to program area

Organization Profile

Being Humanitarian, a non-profit organization, registered with the Charity Commission of England and Wales, works in relief and development to alleviate human suffering worldwide. At the moment BH is working in Pakistan, Sri Lanka, Bangladesh and Somalia. Being Humanitarian is dedicated to help the poor and needy to overcome their poverty. Our mission focuses on addressing the root causes of poverty and suffering by facilitating, developing and then delivering effective programs through sustainable partnerships with individuals, businesses and organizations. For more information visit the link; http://beinghumanitarian.org/

Purpose

The Finance & Admin Officer will work alongside the National Program Coordinator to support and assist the NPC in the finance, administrative and HR matters of the country programme

The FAO will have responsibility for sections of the country programme including Finance, Human Resources and administration, logistics and IT. The MS will have a focus on systems development, documentation and implementation, including working with HR on an effective in-house training programme and with finance, logistics and HR on audit systems for BH and donor policies. This will include the effective management of the BH asset register by maintaining the Logistics and Finance information.

The FAO will be expected to have a good understanding of the overall country programme and be able to effectively manage the financial and administrative system of the organization as per the country programme and external stakeholders.

Main responsibilities

• Agree with NPC monthly and annual objectives, and provide DIP with monthly report on progress based upon an agreed work plan


• Ensure monthly reporting on agreed key indicators for each function;


• Act as part of the Senior Management Team of the country programme;


• Represent BH and the country programme where relevant to external stakeholders;


• Ensure transparency and accountability across all BH Pakistan activities through full implementation of logistic, HR, Finance and admin regulation.

Controllership

• To ensure that the BH financial policies and procedures are implemented in a standardized manner


• To manage the finance department activities and schedules to meet the financial reporting requirements and deadlines specified by BH head quarters in UK and donors


• To provide the NPC and other budget holders with monthly actual-to-budget expenditure reports and analysis for all grants and budgets


• To ensure that on a monthly basis balance sheet reconciliations are completed and quarterly FRPs are produced on a timely basis and reviewed with the NPC


• To closely monitor all financial activities, and keep the NPC advise of all situations which have the potential for a negative impact on internal controls or financial management performance


• To prepare all donor financial reports in respect to accounting, legal and contractual requirements and ensure the review of such reports by the NPC and UK office prior to submission


• To be responsible for coordinating external (donor, audit firm, government, etc.) and internal control audits, and initiate and implement actions necessary to correct weaknesses


• Oversee the protection of the country programme assets (cash, inventory, etc.) through the enforcement of internal control policies and procedures including that fixed asset inventories are updated regularly


• To maintain up-to date knowledge of and implement national government requirements and regulations related to financial matters including statutory deductions from national staff salaries such as income tax, social security, etc

Training & Staff Management

• To be responsible for the management of the staff of the finance department


• To develop and implement staff development plan for the finance department staff in the country office, field offices and partners finance staff to develop their capacity.


• To ensure that job descriptions of the finance department staff are up-to date and staff are clear with their roles and responsibilities


• To carry out timely Performance and Development Reviews (PDR) of all finance department staff


• To facilitate and provide basic training, technical support and guidance to the country program staff, particularly budget holders, for skills improvement in the areas of budget preparation and monitoring, budget revision, reporting, and internal control

Treasury

• To supervise all country office bank relations and bank account activities including negotiation of fees, interest and currency exchange rates


• In compliance with BH policies and procedures and in consultation with the NPC to regularly review and implement country specific policies such as authorization limits, cash holding limits, cash movements, credit terms, advance payments, use of bank payment instruments, etc.


• To oversee the timely preparation, review and approval of all monthly bank account and cash reconciliations


• To regularly review, implement, and monitor systems and procedures necessary to maintain accurate forecasts of cash requirements for meeting future spending, including commitments


• To be responsible for timely preparation and follow-up/handling of Cash Transfer Requests to UK and ensure that appropriate cash balances are maintained to facilitate programme implementation


• To ensure the development and implementation of a plan to minimize the country’s foreign exchange exposure to currency gains and losses.


• To maintain up-to-date records of all grant payments made by donors and in consultation with the NPC and the UK office, to follow-up and supervise the timely collection of contractual and other receivables including outstanding payments from donors.

Budget

• To assist the NPC and partners with the preparation and revision of program and project proposal budgets including multi-annual budgets


• To coordinate and provide technical support and guidance to all budget holders in the preparation of the country operating budget and be responsible for compiling and producing the country budget


• To coordinate and lead the budget revision processes including producing the revised budgets, ensuring that they are reviewed and approved by the NPC, and submitted to UK in a timely manner and according to the BH standards

Human Resources and Administration

• Directly supervise the Human Resources/IT/Admin Assistants;


• Agree with the Human Resources/IT/Admin Assistants monthly and longer term objectives for the department and review on a monthly basis their achievement based, in part, upon agreed performance indicators;


• Ensure, with Human Resources/IT/Admin Assistants, effective monthly reporting on key indicators both for information and with a view to effective strategic planning of resources;


• Ensure excellent knowledge of and full compliance with Pakistan’s labour and immigration laws. Train HR/admin/IT team on same


• Provide Human Resources/IT/Admin Assistants with reasonable support and supervision as required to assist with the implementation of their work;


• Support the Human Resources/IT/Admin Assistants to develop and implement an effective and agreed training and staff development programme which takes a strategic approach and addresses individual, programmatic, organisational needs;


• Support the Human Resources/IT/Admin Assistants to work with other functions and programmes to coordinate and link work across the country programme;


• Together with the logistics and HR/admin/IT team, ensure efficient management of Pakistan-based conferences/meetings, Head Office visits, and Technical Team management;

Logistics

• Manage logistics support of the senior management and official guests coming to Pakistan


• Provide logistic arrangements to the training or other activities as per the need of the country program

Policy, Procedures and Guidelines (Systems Development, Documentation, Implementation, Training and Audit

• Working with the NPC the Senior Management Team (SMT) identify areas requiring development and set out priorities and plans for meeting them;


• Implement plans and report to DIP and SMT on progress;


• Assist the SMT with the drafting of Country Strategic Plans;


• Be responsible for implementation of the Document Management System;


• Support policy development and implementation in Logistics, Finance and HR, working with the respective officers and assistants;


• Support the ongoing development and implementation of Logistics, Finance and HR systems to improve the effectiveness and efficiency of organisation;


• Liaise with BH UK on development of policies within head office and the field, sharing information in order to encourage the development of systems that are valuable for all parts of the organisation.

PERSON SPECIFICATION

Education

ACCA/ICMA, CA, MBA Finance/Management, M.Com. or other relevant degree

Relevant Experience

Minimum 6-7 years experience of work at senior management level in the field of Administration, Logistics, HR, and Finance

Skills Required

• Thorough knowledge of English, Urdu and local language


• Good computer skills specially in MS Excel, MS word, MS Power Point etc


• Must be well groomed and have a pleasing personality,


• Must have excellent communication and interpersonal skills.


• Ability to stand in front of a group without showing fear or arrogance;


• A desire to contribute to national development through community empowerment;


• Strong morals viz. honesty, transparency, generosity, altruism and respect;


• Well motivated, team member able to work alone and/or without supervision;


• Must have a practical experience for working in NGO Sector


• Responsible, adaptable & flexible


• Good planning & prioritizing skills

Core Capabilities

• Ability to work independently and problem solving attitude


• Pressure absorbent, analytical and dynamic personality and ability to work under pressure


• Ability to meet deadlines, achieve results and work with minimal day to day supervision.


• The employee will not involve in any political activity of the area or activates which can create tension/ friction between employees and or other stakeholders or can earn bad name for the organization.


• Gender sensitive and exhibit respect toward gender equality/ balance and shall not avoid any rule of code of conduct of organization and/or legal direction of Line Manager


• The employee will exhibit excellent standard of moral conduct and behaviour


• The employee can also be deployed anywhere in Pakistan to assist any Program in the capacity s/he is hired

WORK ENVIRONMENT

Must have good prioritization skills, with effective decision making abilities, to cope in a dynamic environment and to operate on multiple fronts simultaneously. Being Humanitarian as a humanitarian organisation responds to emergencies which may affect routine work

SPECIAL CIRCUMSTANCES

Being Humanitarian, like other INGOs working in Pakistan, sometimes has to operate in risky environment/areas. Being Humanitarian has security management plan to deal with threats and to minimize the risk