Admin & Finance Manager
Inspire Pakistan
IMPORTANT DATE
Starting
date of application form 15th August, 2024
Last date of application form 21st August, 2024
Salary Offer 300,220/- PKR (fixed salary)
Location
Islamabad
Jobs Position 1
Category Operations Management
Vacancy
Detail
Background:
Inspire Pakistan is a prominent non-profit organization dedicated to
implementing revolutionary projects in education, community protection, and
social cohesion. Inspire Pakistan has positioned itself at the forefront of
fostering positive change through collaboration with esteemed partners such as
the United Nations Refugee Agency (UNHCR) and the Deutsche Gesellschaft für
Internationale Zusammenarbeit (GIZ), as well as policy direction from the
Pakistani government.
Summary of
Key Functions
The Admin & Finance Manager oversees all aspects of the organization's
administration and financial management. The Admin & Finance Manager is
required to give good financial advice and excellent financial management while
also overseeing the organization's administrative responsibilities. This role
will report directly to the Director of Operations and, as appropriate, to the
CEO.
Roles and responsibilities
Administrative management.
Responsible for the general management of the organization.
Manages all office leasing agreements to ensure they are current and that adjustments
are executed as needed.
Lead the procurement process to guarantee efficient planning, purchase, and
distribution of project materials in accordance with Inspire Pakistan's rules
and donor standards
Ensure that all agreements are up to date and properly filed in accordance with
organization policy.
Maintain an up-to-date fixed asset registry with the assistance of the
Administrative Officer, and ensure that it is updated and reviewed on a regular
basis.
Oversee and track travel arrangements and expenses. Inform Snr. Management on the
administrative requirements of the projects and offices.
Review the organization's policies and make suggestions to senior management
for any adjustments or additions to the policies and procedures.
Finance Management:
Overall financial management for the organization.
Ensures compliance with the organization's policies and processes, as well as
donor terms and conditions.
Maintain parallel records of income and expenditure in a financial database.
Ensures appropriate financial flow for the organization's needs by tracking
project/fund transfers and producing funding requests as needed.
Prepares and presents quarterly and annual financial budgets and cash flow
predictions, and collaborates closely with Senior Management to actively
monitor and explain budget variations.
Prepare budgets and expenditure reports for funders within specified timelines.
Ensures and examines monthly
financial statements prepared by finance support workers, as well as reports
for senior management review.
Manages bank accounts, monitors reconciliations, transactions such as wire
transfers and deposits, and keeps track of signing authority.
Prepares documentation and schedules for the annual audit and communicates with
auditors.
Work closely with the DO/CEO and key project managers to ensure that new
project budgets and periodic financial reports are submitted to sponsors before
the deadline.
Provide direction and support to all project managers and staff regarding the
financial requirements of each project.
Ensure that all financial transactions are completed and recorded in the
financial software in compliance with the organization's rules and policies.
Payments must be reviewed for
approval by the Director of Operations in accordance with organizational and
donor policies and regulations, with proper coding and supporting
documentation.
Manage and monitor the accounts payable and receivable, purchasing, donation
processing and receipting, invoice payment, payroll, and bill payment
processes.
Prepare and distribute periodic monitoring reports (BvA-Budget vs Actuals) to
Project Managers and Field Coordinators for all projects.
Keeping proper books of accounts and maintaining a reliable archiving (filing
and retrieval) system.
Supervise year-end accruals, reconcile them regularly, and create journals as
needed.
Working together with the finance team to meet the organization's financial
requirements. Discuss
project performance with Director Operations and Project Managers on a regular
basis.
Review donor reports with the relevant management and identify areas with
financial concerns in accordance with donor conditions so that the relevant
managers can take proactive corrective action.
Assist project managers and field coordinators with budget phasing and
realignment.
Compliance
and Internal Controls.
Developing and implementing organizational policies and procedures.
Review and contribute to the creation of applicable policies and procedures.
Under the guidance of the Operations Manager, conduct internal evaluations and
audits.
Providing advice and leadership in response to any compliance issues that emerge.
Evaluate compliance systems and ensure proper processes and procedures are in
place.
Working closely with all areas of the organization to monitor the enforcement
of compliance rules.
Maintain and update compliance policies, provide guidance, and answer questions
about them.
Disseminate written policies and procedures regarding compliance operations.
Any other duties assigned by the supervisor.
Compliance
and Reporting:
Maintain conformity with local laws and regulations. - Create and submit timely
and accurate financial and administrative reports to donors and stakeholders. -
Facilitate internal and external audits.
Capacity Building
Provide staff training and capacity building in financial and administrative
procedures. Create a culture of compliance, openness, and accountability inside
the organization.
Qualifications and Experience:
Master's degree in finance, accounting, business administration, or a similar
discipline.
Professional qualification (such as CPA or ACCA) is highly desirable.
Proven expertise in financial management and administration for 7-8 years,
preferably in the non-profit sector.
Strong understanding of financial regulations and reporting requirements.
Excellent financial analysis and reporting abilities.
Excellent organizational and project management skills.
Effective communication and interpersonal abilities.
Proficient with financial management software and Microsoft Office apps.
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