Finance & Admin Officer

Position title                                         Finance & Admin Officer

Duty Station:                                        GRC Sub- Office Peshawar, KP

Line Manager                                        Program Coordinator KP

Technical Manager                               Coordinator Finance & Admin

1. Purpose:

• The Finance & Admin Officer, heading the support services Unit in KP, organize, coordinate and supervise finance & administrative and related activities of the German Red Cross in Khyber Pakhtunkhwa.
• The main tasks to be focused on project finance, administration, procurement/ logistic and fleet management.
• To support PC KP in HR management.

2. General Tasks and Responsibilities:

• To safeguard the GRC financial procedures and regulations and to ensure that GRC Administrative and Financial Procedures are put into operation efficiently.
• To work towards the achievements of the PRCS/GRC’s goals in Khyber Pakhtunkhwa.
• To work and act in line with the Red Cross and Red Crescent Principles.
• To report to GRC Islamabad Office the monthly accountancy report for the all projects being implemented in KP.
• To share information with Programme Coordinator about the general situation and report all arising problems.

3.  Specific Tasks and Responsibilities:

Accountancy and budget management

1. To follow and implement GRC Financial and accounting rules and procedures.
2. To ensure and implement the GRC determined levels of authorization of expenses, in all payments for procurement of services and goods.
3. To manage appropriate settlement of Cash Advances issued to staff members and PRCS branch offices for the purchase of goods or services.
4. To make the necessary exchange and other bank operations.
5. To support PC in preparation of funds Requests on quarterly basis.
6. Control and monitor programme budgets and expenses according to donor's requirement
7. Prepare at the end of each month bank reconciliation statement for all project accounts in KP.
8.  Undertake weekly / fortnightly cash counts together with PC
9. Check compliance of GRC procurement procedures, internal control procedures applied to the payments and report back to management if any irregularity identified. 
10.  To check and validate all invoices / receipts generated during day to day payments for office / project activities. The checking exercise must be thorough and properly carried out so that all reports are free from errors, mistakes and lack of supporting documents. Proper stamping of vouchers and securing signatures of the authorized and concerned officials is part of the responsibilities.
11. To coordinate with field for the timely submission of monthly accountancy documents.
12. To ensure that financial reports received from the field offices are correct and complete in all respect and that expenditures incurred are justifiable and within the budget. In case of any deficiency, it should not be accepted and the same should be returned to the concerned office for correction.
13. To ensure that the vouchers have been posted in the accounting software preferably on daily basis.
14. To ensure that no single voucher is posted in the FundsPro accounting software without prior approval of the Program Coordinator.
15. To ensure that the budgets have enough allocations left in and the expenditures are posted to the relevant budget lines.
16. To coordinate with Programme Coordinators in the budget planning for new projects and revision of existing projects.
17. To prepare all necessary documents for audits as required, and collaborate with external and internal auditors (If required so)
18. To support in financial matters the respective sister societies if deemed necessary by the management.

Tax Management

1. To ensure proper tax calculations, deduction and deposits of taxes applicable on supplies, Services, and salaries)
2. To ensure  the timely préparation and  submission of monthly and annual Tax Report of KP Projects.

Administrative matters:

1. To prepare, follow up and file all the documents (contracts, amendments, renewal, termination, and payments) related to the various contracts entered by GRC Office.
2. To keep updated list of the on-going contracts in the office.
3. To update inventory lists bi-annually for offices and projects.
4. To manage travels and reservations of the local and international staff members and experts.
5. To facilitate and process NOCS/ visas for staff/experts (local or international) if so required.
6.  To follow and explain to the new staff, local or international experts, the procedures and regulations in the office.
7. To ensure maintenance of accurate filing systems of correspondence and other documents.
8. To establish and ensure effective working relationships with other personnel, including all other RC/RC Movement staff as necessary.
9. To travel to the field or other locations if so requested or required.
10. To perform other tasks as may be assigned by the superior in charge.

Logistics and Procurements

1. Maintain accurate register of all assets procured under the projects. Register the assets in GRC Financial Software and marking the assets for identification.
2. To follow GRC policy in Procurement and educate staff regarding the policies.
3. To manage procurement tenders and its documentation.
4. To Prepare CBA with supporting documents and send to Islamabad office for approval
5. To facilitate MOs and vehicle movements.
6. Ensure proper and timely reporting of fleet movements with GRC Islamabad Office when needed.
7. To maintain proper logbooks for fuel, logbooks, maintenance and repair/recovery of vehicles.
8. Supervise / coordinate drivers (under contract and from rental).
9.  

Human Resources

1. To ensure that personal files of staff members are maintained.
2. To ensure that time allocation sheets are maintained by the  staff members
3. Follow up on leave applications and update leave record of staff.
4. Renewal of Health and Life insurance policies for staff if so required.
5. Follow up on medical reimbursements for staff from Insurance companies.
6. Ensure proper office timings.

4. Skills/Knowledge/ Education  and competencies

1. At least 5 years of professional experience in related field
2. Academic Degree (Master Degree ) in finance / accounting/ Business Administration
3. High level of profeciency in spoken and written English
4. Proficient in Computer Applications e.g. Word, Excel, PowerPoint, Lotus, etc.
5. Excellent report writing (financial and narrative) skills
6. Professional experience in related field (good accounting experience) is a strong asset.
7. Team management skills
8. Excellent team player (service oriented), able to work in stressful situation
9. Flexibility to adapt to fast changing circumstances
10. Diligence, rigor and honesty
11. Dynamism and good organizational skills
12. Experience of working for the RC/RC Movement is a strong asset.
13. Experience of working for a humanitarian aid organization is a plus.
14. Commitment to the principles of the International RC/RC Movement.

The Finance & Admin Officer will work under the supervision of the Program Coordinator KP. He/she will be providing support in the implementation of financial and administrative tasks and activities. He/she will be responsible for coordination with other departments of the office.

Please send your Applications and CVs to [email protected] OR Visit for ToRs www.brightspyre.com/grc latest by Sunday, 5^th of August, 2018 before 5:00 PM.

Only short-listed candidates will be called for interview for which no TA/DA shall be admissible. The authority reserves the right to accept or reject any or all applications without assigning any reason.