Specific duties a. Managing all aspects of day to day operations of accounting department in field office.
b. Ensure compliance with defined procedures and guidelines.
c. Processing of petty cash transactions on daily basis. Ensure petty cash is replenished on time to meet daily cash needs. Implement internal control procedures, according to defined policies and procedures.
d. Maintaining of cash book on daily basis Update the cash books daily with proper reconciliation of closing balances.
e. Review and check all transactions are in compliance with reporting requirements.
f. Ensure completeness of payment documents in compliance to defined policies and procedure
g. Carry out cash count and document the cash count sheets for records.
h. Ensure proper safe keeping of cash during and after the office hours
i. Help maintain the files in finance office.
j. Help making the cash payments to beneficiaries or training participants when required. Make sure to check attendance sheets duly approved by the program staff and verified with participants CNIC. Always make sure to collect signatures or thumb impression before making the cash payments.
k. Submit expenditure worksheets to the District Manager on or before 25th of every subsequent month.
l. Review all payment documents for proper and adequate back up.
m. Review expenditure worksheets for accuracy and completeness.
n. Liaison with Logistics, Administration and Medical, prepare commitment lists every month for financial obligations already entered into but not captured in financial reports.
o. Preparer a reconciliations for field office and send it to main office by 25th of every month.
p. Conduct a time sheet audit for field office from time to time.
Financial Forcaste a. Act at all times in accordance with local law and standards of accounting practice.
b. Review with the objective of gaining a clear understanding budget guidelines and instructions spending
c. Provide training to program staff on finance issues.
d. Receptive to training provided and to develop his or her technical and professional competence.
e. Produce monthly and quarterly reports to be reviewed by provincial Finance Manager.
f. Assist in cost estimation at the field level.
General Administration Responsibilities:
a. Supervise all activities in the district office on daily basis.
- Updating office and staff administrative procedure and forms as necessary;
- Maintaining the centralized contact lists; including staff, partners, project related government and external stakeholders
- Preparation of documents required for international staff and visitor permits, NOCs, and other related government requirements related to administration, as & when required.
- Assist department management and staff in the implementation of administrative systems and procedures in their respective departments.
Facilities Management & Supplies
- Receive, log and follow-up on requests from staff for space, accommodation and supplies
- Routinely inspect office to identify any needed repairs and/or supplies.
- Maintain inventory records for office supplies and promptly advise District Manager of restocking needs
- Ensure all office equipment is functional and stocked with required supplies (toner, paper etc)
- Review and verify bills received for facilities; including utilities, maintenance, provision of standard supplies, new furniture or equipment
- Ensue timely filing of paperwork and supporting documents in administration files
- Support District Manager in organizing office events, lunches, meetings etc.
- As assigned, work with program staff and provide assistance in organizing trainings, this includes venue selection, bookings, arranging transportations and accommodation arrangement etc
Visitors
- As required, manage hotel bookings for visiting staff, consultants etc , including ensuring prior approval by an authorized supervisor and recording of accounting expense codes
- Arrange for all arrival and departure, pick up and drop off from and to airport and submit timely transport requests to Supply Chain.
- Communicate with visitors to confirm arrivals, accommodations and any transport requirements.
- Verify hotel billings and complete related payment requests
Logistics duties a. Review all Purchase Requests (PRs), Travel Expense Requests (TERs), and bills for proper calculation adequacy before approval.
· In liaison with provincial logistics department.
· Manage the fleet for PRP district office.
· Manage travel including airport picks/drops, staff pick and drop, in town and outstation travels management.
· Routine communication, coordination and planning with the relevant requesting staff / programs regarding the issuance of vehicle.
· Ensure a consistent and excellent transportation support for programs and the management of PRP.
· Ensure proper use of PRP vehicles, maintain logs sheets for finance for audit purposes and recommend modifications as needed.
· Fuel management, preparing of fuel and maintenance reports.
· Provide on-time, standard monthly reports to the Operation Manager (vehicle management)
Coordination a. In coordination with supervisor, carry out appraisals for staff in the department.
Common duties a. Attend and participate in trainings identified/organized by the supervisor
b. Follow any new procedures and guidelines designated in circulars from COP/DCOP.
c. Report any violations of Sexual Abuse and Exploitation defined under the Code of Conduct (in-country and World-wide) as per the defined IRC reporting mechanism. The reporting of violations is an obligation on the part of all staff members
d. Perform other duties as may be assigned from time to time.
Personnel Management Serve as technical resource person for the finance and supply chain department
