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Company Info
Merlin
1 St John's Lane, London


Phone: +44 (0)20 7014 1712
Web Site:

Company Profile


Admin & Finance Officer Job


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Job ID:

733

Location:

Pu, Pakistan 

Category:

Administration Jobs
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Job Views:

836

Employment Type:

Full time, Permenent

Posted:

08.31.2015
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Occupations:

Administrative-Clerical: General-Other: Administrative-Clerical

Job Description:

  • Properly document and record all financial transactions of the project.
  • Make sure that financial documentation is complete (consists of all relevant information) and sufficient enough to comply with Merlins and donors rules & regulations.
  • Handle and manage petty cash and bank payments as per the required procedure.
  • Review of all support documents (receipts, invoices, and contracts) for payments.
  • Up-date the cash books daily, entering in the correct budget and account codes.
  • Ensure that all cash advances are repaid in a prompt fashion.
  • Perform a weekly cash count to be signed by the Project coordinator.
  • Give phone cards to staff in accordance with their limits.
  • Monitor international personal calls and reclaim money from staff on a monthly basis.
  • Ensure proper filing of financial documentation.
  • Maintain strict finance controls in line with Merlin procedures and ensure that all financial procedures carried out comply with Merlins financial guidelines.

 

End of Month Procedures

  • Complete the Swat cash books and send to Islamabad the monthly accounts by the 2nd of each month
  • Work closely with the finance department in Islamabad on budget monitoring
  • Highlight any over or under expenditure to the Project Coordinator

 

Budgets and Cash forecast

  • Provide financial information to the Country Finance Director, Finance Manager, Project Coordinator and budget holders in preparing budgets for donors
  • Monitor funded projects and ensure expenditure is allocated accordingly to ensure that the coding is correct
  • Liaise with the Country Offices Finance team and Project Coordinator over expenditure variances
  • Gather information from the Swat office by last day of month regarding the cash forecast for the following month and send to Islamabad.
  • Inform Islamabad of any known discrepancies in the field cash forecast

Salaries, tax and deductions

  • Inform Country offices HR Manager of any new staff or staff leaving so that the salary list can be amended.
  • Pay monthly salaries to staff who have not got a bank account from salary details sent from ISB
  • Distribute salary slips to all staff for signing at the end of month
  • Liaise with the Donor Auditors when they audit the accounts in Swat

Administration:

  • Assist the project coordinator and the project management unit in the organization of workshops, training of staff.
  • Manage the booking and payment systems for hotels in SWAT and liaise with Islamabad in terms of external visiting staff.
  • Manage the cleaning staff within the office and ensure that all areas are clean and tidy.
  • Responsible for requesting and storing hygiene items for office as per policy
  • Manage the cook and ensures that the job description of the cook is followed by the incumbent. Responsible for requesting and storing kitchen items for office as per policy.
  • Organizes staff meetings as requested by the Project Officer/Programme Manager and takes minutes for distribution.
  • Arranges meetings with government departments as requested by office staff, through the Project Officer/Programme Manager.
  • Prepare communication directory of all Government departments in SWAT relevant to Merlin work.
  • Assists the Project Officer/Programme Manager in matters relating to security, in terms of file keeping or responding to his requests.
  • To update the Administration Department in Islamabad in terms of NOC issues if required to do so. Handle or speak to the agency representative issuing NOCs for travel
  • To manage the maintenance of the office, concentrating on upkeep of A/Cs, furniture, kitchen equipment and to follow the process on carrying out necessary maintenance in co-operation with other departments.
  • To manage any local contracts for processing and ensure that Country office contracts for procurement systems which are centrally controlled by Islamabad are processed accordingly.
  • To assist in any surveys which are required hotel, market, due diligence surveys.
  • To ensure that all TAFs are managed correctly and that the correct signatures are obtained by staff.
  • To manage and prepare the lease agreements of SWAT office and sharing with Islamabad and timely start the process of lease payment.
  • Liaise with House owners of office and ware house for any request/issue.
  • Maintain the drinking water consumption in office.
  • Maintain record of incoming and outgoing mails by courier.

 

Other duties

  • Additional duties may be necessary as requested by the line manager(s), Logistics Manager & CFD
  • Due to the nature of the tasks to be performed, confidentiality is a requirement.

Job Requirements:

  • At least 3 years experience of working in a mid-level financial and admin position.
  • Excellent spoken and written English
  • Excellent Excel & Word skills
  • Previous relevant experience working with international, NGO or similar organization
  • Excellent management and communications skills
  • Ability to work independently to a high professional standard
  • Adaptable and practical
  • Diplomatic, Patient, and Respectful
  • Experience of working in difficult conditions in the field
  • Strong organizational skills
  • Physically fit; the work in Swat may need extensive foot travel in the mountain (sometimes, 2 to 3 hours walk in difficult terrain)

Desirable

  • Previous experience within the region.
  • Ability to remain calm and diplomatic, at all times.
  • Good knowledge of local language and culture