I. Organizational Context and Scope

Under the overall supervision of the Community Resilience Activity (CRA) Resource Management Officer (RMO) and under the direct supervision of the National Finance Officer & District Team Leader (DTL), the Admin and Logistics Assistant will be responsible for handling the day-to-day treasury, financial and administrative activities of the Program. The incumbent will also be providing support and assistance to the Field Offices’ Admin/Finance logistics staff. Specifically, s/he will:

II. Responsibilities and Accountabilities

In coordination with the National Finance Officer and the RMO, assist and monitor all the administrative activities in the field office

1. Prepare monthly petty cash report, and cash certificate and submit to the head office along with supporting documents for replenishment of funds.
2. Prepare and submit requests for advances to head office and responsible for submission of liquidations for office and grants expenses.
3. Prepare vouchers for financial transactions office and other program-related Payments, ensuring all supporting documents and approvals are obtained.
4. Verify invoices and ascertain that the goods and/or services were duly received before requesting payment.
5. Verify all grant payments in terms of budget, contracts, PO, and PR before sending them to head office for processing.
6. Advise on travel authorizations and allowances for staff members leaving on duty travel. Ensure security clearance is requested and received, when applicable.
7. Maintain attendance and leave records and control. Share attendance records on a monthly basis with the Head Office in Islamabad
8. In coordination with the HR Head office, conduct induction/orientation sessions with newly recruited staff
9. Organize and/or track the local procurements of goods and Services made in the field. Coordinate local procurements with the program unit and procurement unit in the Head office
10. Assist with the advertisement Tender Notice and float RFP/RFQ to qualified vendors/contractors and distribution of bid documents locally. Assist with the Bid opening process as required
11. Maintain/update inventory of assets and control stock of consumables.
12. Conduct market surveys and vendor evaluations. Create and maintain a database of reliable vendors.
13. Check the vehicle logbook on a daily basis in the field
14. Check on the condition of the vehicle on a daily basis and coordinate with logistics in the head office in case of any repair/Maintenance.
15. Maintain the stationary record and fulfilling the request of staff regarding stationary demand.
16. Perform such other duties as may be assigned.