Job Description

Title: Finance and Administration Officer
Reporting to: Project Manager
Duty Station: Karachi (Field-based)
Unit: Operations
Section: Finance and Administration

Summary of Key Functions

The Finance and Administration Officer will be responsible for managing the financial and administrative aspects of the project, ensuring proper budgeting, accounting, and reporting in compliance with donor requirements and organizational policies. The role includes managing financial records, processing payments, supporting financial audits, and overseeing the administration of logistics, human resources, and office management. This position is critical in supporting smooth project implementation by ensuring financial accountability and administrative efficiency.

Roles and Responsibilities

Financial Management:

Ensure proper management of project finances, including overseeing financial planning, budgeting, and forecasting.

Monitor and track expenses to ensure they are within the approved budget and in line with project activities.

Prepare monthly financial reports for the Project Manager and other stakeholders, ensuring compliance with donor and organizational financial guidelines.

Review and verify financial documentation (invoices, receipts, contracts) to ensure accuracy and compliance with project budgets and financial policies.

Process payments for suppliers, contractors, and project staff in a timely and accurate manner.

Maintain financial records and files in an organized manner, ensuring they are accessible for audits and reviews.

Donor Compliance and Reporting:

Assist in the preparation of financial reports for donors, ensuring compliance with their specific requirements and guidelines.

Monitor the allocation of project funds to ensure that expenditures are in accordance with the project’s budget, work plans, and donor guidelines.

Support the preparation of financial documentation for audits, ensuring that all financial transactions are transparent and appropriately documented.

Administration and Office Management:

Oversee the day-to-day administration of the project office, including office supplies, equipment, and facility management.

Manage the logistics and coordination for project-related travel, accommodations, and meetings.

Maintain an efficient filing and record-keeping system for project documents, contracts, and other administrative materials.

Support HR functions, including staff attendance, leave management, and coordination of staff training and development activities.

Procurement and Contract Management:

Ensure that procurement processes are carried out in compliance with organizational policies and donor regulations.

Prepare procurement plans, manage vendor relations, and track the delivery of goods and services required for the project.

Assist in the development and management of contracts with suppliers, contractors, and service providers.

Financial and Administrative Support to Project Team:

Provide administrative support to the project team, including assisting with logistical coordination for meetings, workshops, and events.

Support the Project Manager with administrative tasks and ensure the smooth operation of project activities.

Assist in maintaining the project’s asset register and ensure the proper use and maintenance of project assets.

Risk Management and Compliance:

Monitor and ensure compliance with financial policies and procedures, addressing any issues or discrepancies in a timely manner.

Support in managing financial risks related to the project, including currency fluctuations, payment delays, and cash flow issues.

Ensure that all financial processes follow proper internal controls to safeguard project funds and assets.

Qualifications and Skills

Education: A Bachelor’s degree in Finance, Accounting, Business Administration, or a related field.

Experience:

At least 3 years of experience in financial management, accounting, or administration in an NGO or development context.

Experience with financial reporting, budgeting, and financial audits.

Familiarity with donor financial compliance, especially for ECHO, UNHCR, or other international donors, is highly desirable.

Experience with procurement and contract management is an asset.

Skills:

Strong knowledge of financial management and accounting principles.

Proficiency in accounting software (e.g., QuickBooks, Tally) and Microsoft Excel.

Excellent organizational and time management skills.

Strong attention to detail and the ability to manage multiple tasks simultaneously.

Knowledge of financial regulations and procurement policies in a donor-funded environment.

Strong communication and interpersonal skills, with the ability to work effectively in a team.

Ability to work independently with minimal supervision and handle confidential information.

Additional Information

Travel: Occasional travel to project sites in Karachi and surrounding areas.

Languages: Fluency in English and Urdu is required. Knowledge of local languages spoken in Karachi Field is an asset.