An international organisation under the c/o Pakistan Red Crescent Society is looking for a Regional Finance and Admin Officer to provide technical support to the organization’s portfolio in Pakistan office.
Organizational mission:
The organisation aims to relieve the suffering and save the lives of people affected by armed conflict, protracted crisis and acute disasters. We work through a combination of channels, considering collaboration with Red Cross Movement actors to respond, both in terms of efficiency and effectiveness, to any given crisis.
The position is based in Islamabad.
Purpose of Regional Finance Officer and Admin Officer:
The purpose of the Regional Finance and Admin Officer is to support the management of a strong internal control environment, including segregation of duties, and the application of finance policies, processes and procedures throughout the region.
The overall responsibility of Regional Finance Officer and Admin Officer:
Strategic responsibilities:
Coordinate the accounting and administrative functions of the regional office in line with Norwegian Red Cross rules and procedures.
Support the regional and country offices in all aspects of administrative and financial management enabling humanitarian programs.
Operational responsibilities
Budgeting
- Coordinate and assist in the preparation of the office and NS programme and project budgets consistent with plans.
- Ensure that all programmes budgets are re-prioritised bi-annually in line with available funding.
- Upload all approved budgets in budgeting software (Basware).
Accounting
- Ensure that all the offices’ bonafide transactions are appropriately processed into Agresso using the correct account, activity and donor code.
- Ensure monthly closure of accounts within required deadlines and the preparation of the office cash request.
- Implement standardised filing and archiving system for the Region and/ country Offices while promoting adherence to the same among programme departments.
Reporting
- Prepare accurate, regular and timely donor financial reports.
- Prepare weekly, monthly and quarterly reports as may be determined by the Finance Manager.
- Assist Regional Finance Manager in providing feedback on the tertial reports required by HQ
Compliance
- Coordinate all work that will easily facilitate and enhance successful audit of the regional office operations and programmes.
- Support to CO in audit finalization to facilitate and enhance successful audits.
- Support in the preparation of the audit working papers twice a year.
Monitoring
- Monitor cash flow and keep Regional Finance Manager informed on liquidity.
- Quality assure the cash requests received from the country offices (CO).
- Check that invoices are in accordance with goods/services delivered and set conditions, and agree with supporting documentation (price quote, purchase order, goods received note etc.)
- Under direction from NorCross Representative, quality assure, advise and support on budgeting and financial reporting from partners. Monitor and follow-up of finance/admin related issues.
- Conduct internal audits for Country Office. (Pakistan, Afghanistan & Myanmar)
Administration
- Work with relevant units to safeguard all office assets including accommodation and stock items ensuring satisfactory level of accountability and internal controls at all times.
- Coordinate outsourced functions such as housekeeping, conferencing, gardening and catering to ensure cost effectiveness and service delivery in accordance with agreements.
- Ensure that all in-coming international staff are well facilitated, and that they return all equipment, assets and any other property in their possession before they are signed off.
- Ensure proper maintenance of office equipment as well as the provision of office consumables.
- Together with the Logistics department maintain an up-to-date inventory of the moveable assets of the Regional/country office.
- Coordinate the management of mobile phones, monitoring, monthly costs and ensure that the bills are paid on time.
- Ensure that all utility bills are settled in time and that there are no service interruptions.
- Work with the security delegate/country manager to enhance security in the office premises.
- Support the Regional Finance Manager on all Asia Administration related matters namely on local policy reviews and contract negotiation
- Make necessary travel arrangements including Visa process, air tickets, hotel bookings etc.
Modality
- Perform quality assurance on monthly reimbursement claims submitted by National Society.
- Perform spot checks of CO vouchers related to monthly reimbursement claims submitted by National Society.
- Verify the occurrence of expenses, expenses are in accordance with budget and POA and approved by the budget holder
- Prepare funds transfer document against reimbursement claims.
- Processed payments of various payment modes for the operation: Cash, cheques & transfers.
- Process monthly payroll and submission of bank transfer letter after review.
- Post all claims in to Agresso and responsible for filing/record keeping.
Treasury
- Prepare cash request for Regional Office on quarterly basis.
- Perform the month end petty cash reconciliation and ensure that the cash account statement is supported by a Agresso print out
- Perform bank reconciliation of all the accounts, check and ensure that all the daily bank register is updated by the cashier.
- Prepare monthly reconciliations for all balance sheet accounts.
Coordination
- Act as the focal person for CO guidance regarding the financial procedures within the region.
Guide and follow up with the CO’s regarding the implementation of internal and external audit recommendations.
Collaboration:
- Contributes to International Programmes and Preparedness Departments global efforts to harmonise and improve administrative procedures and processes between the National Office, Regional and the Country Offices.
- Supports Country Programme Managers, Regional and Country Finance Officers to ensure adequate financial management
- Collaborates closely with the Finance and Grants Unit, to implement Norwegian Red Cross’ guidelines, rules and regulations.
- Works with Finance Department to facilitate and follow up controller visits to the region.
Skill and Knowledge:
- Advanced knowledge of accounting concepts, financial management and use reporting applications (e.g. Agresso and Advanced use of excel)
- Understanding of internal control and treasury management concepts
- Proven ability to engage discretely and tactfully with internal and external stakeholders.
- Advanced skills in computer productivity applications (Word, Excel, PowerPoint and Outlook)
Education:
- Professional qualification in accounting (Chartered accountant, CPA or equivalent) Or a master’s degree in accounting or Business Administration
Experience:
- At least three 6) years of work experience in general Finances and Admin
- Experience with Red Cross Red Crescent will be an asset
Other skills:
- Very good ability to work towards achieving objectives and results
- Very good ability to cooperate and share competency
- Very good ability to convince and gain acceptance
- Very good ability to communicate effectively
- Good ability to be solution oriented
- Collaborates well with others and supports others in the pursuit of team goals
- Create a stable and re-assuring atmosphere and is firm and reliable
We are committed to equal opportunity employment, interested applicants are required to submit an updated CV and cover letter highlighting your interest and relevance to the position advertised latest by 21st November 2020.