Background:
Inspire Pakistan stands as a distinguished non-profit organization dedicated to the implementation of transformative programs within the domains of education, community protection, and social cohesion. Operating in collaboration with esteemed partners such as the United Nations Refugee Agency (UNHCR) and the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ), and under the policy direction of the government of Pakistan, Inspire Pakistan has positioned itself at the forefront of fostering positive change.
Summary of Key Functions
The candidate will look after administrative and accounting function of the project. The incumbent of this position would directly report to Education Officer directly and indirectly to Admin Officer and would closely work with Operation Unit, especially with Finance Officer and HR Officer - HO- Islamabad. Provide logistical, administrative and financial support of the project office. Main duties involve looking after respective project office general administration, responsible for purchases, maintenance of office petty cash, complying with internal controls, managing inventory, stock, ensure travel authorizations, record keeping of vehicle travelling, etc.
Roles and Responsibilities
- Taking care of the office premises and report to the supervisor if there is any minor maintenance or repair work is required.
- Maintaining an organized and comfortable office environment.
- Maintaining the office safe and secure and reporting to supervisor in case there is any security concerns. Keeping a close check on the guards.
- Making arrangements for the meetings in office and keep record of the meetings.
- Making sure that ample office stationary and supplies are available in the office and keeping updated record of the stationary and supplies.
- Processing Purchase Request, Purchase Orders, supplier/service provider invoices, expense claims, accounting payments etc. and forwarding it to HO finance for payment processing.
- Prepare travel authorizations, make travel arrangements and making sure the staff get their DSA in time by forwarding it to HO finance for payment process
- Looks after attendance & leave records and help in maintenance of staff personal files.
- Maintaining dispatch record of all documents related to Admin, Finance and HR and other sections of office.
- Maintenance of petty cash, timely submission of petty cash for replenishment to HO finance.
- Compiling of petty cash documents and submission of original documents to finance for record keeping.
- Maintenance of asset list of the project office, updating it periodically and reporting to HO for record maintenance.
- Maintenance of vehicle records i.e. log books, fuel record and inspection of vehicles periodically to make sure that the vehicles are in good condition.
- Maintenance of generator log books, record of fueling and maintenance of generator.
- Facilitating HO Finance in carrying out financial audit of the project.
- Maintain office filing system and assist in archiving.
- Any other duty assigned by the supervisor.
Qualification and Experience:
- Bachelors or Master degree in Business Administration, Finance, or relevant field.
- Minimum of 2 years of experience in office administration and finance.
- Experience of working in an educational setting or development sector.
- Proficient in MS Office (Word, Excel, Outlook, PowerPoint) and office equipment.
- Strong organizational and time management skills with the ability to prioritize tasks.
- Excellent verbal and written communication skills.
- Ability to work independently with minimal supervision and as part of a team.
NOTE: Only shortlisted candidates will be called for a test/interview. The position will be filled on rolling basis.
Inspire Pakistan is an equal opportunity employer and value diversity at workplace. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.