Expatriate Visa, boarding & lodging, work permits from MoFA.
Travel Management for International Staff, Security Clearance, Liaison with Passport Office.
Recruitment of new staff, Job Advertisement on Rozee, Vacant Position Sheet, Pool Update.
HR personnel file, Full recruitment process, Annual Recruitment plan, New Staff Orientation.
Develop meeting minutes & training material, Translation of documentation, Perform Interpreter Role, Editing and proofreading of training materials.
Maintain Training Plan, Cover HR supervisor Role, HR Roster Management, Payroll, Advances, Homere (HR Software), Contracts development and amendments.
Maintain daily worker pool & roster, Support finance supervisor for data entry in Unified, Scanning & archiving, prepare monthly closure & BRS, Audit Focal Person.
Support the Manager in the implementation of the training plan.
Cover the Finance Supervisor role (including Unified entries, cash box management, cash and Cheque payment, cash inventories, etc.) during the absence of the Finance Supervisor.

Finance:

Analysis of budget cost estimate, monitoring, expenditures, & suggest measures to improve delivery.
Preparation of budget vs. Actual report, & forecasting payments of IP grants payments.
Review all financial reports sent by Implementing Partners & monitor their expenses & funds.
Assist AFO & Int. Coordinator in formulating budgeting & quality controls suggested by supervisor.
Create vouchers, payments & official advances in the GRMS ERP tool for payment processing.
Prepare periodic financial reports for donors & capacity building of UNFAO staff, IPs on policies.
Monitor financial operations at the district level to match expenditure with budget plan, & participation of donor meeting & IPs for making detailed budget work plan for program activities.
Critical review of procurements made by partners and report to program department if found issues.
Preparation/Submission of donor reports, monthly, quarterly & annually as of UNFAO policies.
Implementation of financial monitoring plan, & audit recommendations for implementing partners
Act as audit focal person; draft ToR’s for external audit, & implementation of audit recommendation.
Punching all PRs, PO, GL & POs in GRMS for payment & reconcile accounts on monthly basis.
Responsible for funds managements & timely raise request for processing of funds.
Closing of partner’s project agreement & related contracts along with procurement contracts.
Follow up visits to IP for verification of financial monitoring plans related queries/observation.

Administration, Security & Logistics:

Orientation of newly hired staff on HR policies, Security, financial & administrative measures.
Booking of air tickets for International staff, stay arrangement, & NOC for travel.
Organize logistics for training, official meetings, seminars, & international staff on a provincial level
Manage supervisor’s calendar & schedule of appointments.
Maintain the inventory & keep records of all office equipment, furniture, fixing, & vehicle;
Responsible yearly asset reconciliation on provincial level & undertake physical verification of assets.
Establishes & maintains the overall security & liaison management of the mission.
Establish & maintain the tracking & follow-up mechanism for mission & project related authorization.
Adhere UNDSS & UNFAO security & safety policies for local & international mission/staff.
Identifies security training needs for staff & leads such training courses.
Driver/Vehicle tracking & sharing upcoming security information with drivers.
Notify staff about pick & drop at airports or field visits by providing driver & vehicle information.
Coordinate with the service provider for vehicle replacement or acquiring vehicle on ad-hoc basis.

Manage the creation, improvement, and implementation of financial policies and procedures.
Oversee the routine generation of timely and accurate internal and external financial reports.
Preparation of financial statements including balance sheet, cash flow statements, income statements, etc. for management, donor, and audit purpose.
Provide financial analyses, reports, and forecasts of budget to management.
Preparation of financial proposal align with a project proposal for submission to the donor.
Advise management in financial decision-making and systems development for improvement.
Oversee the accuracy of the organizational accounting records and maintain the chart of accounts.
Responsible for grant management, budget preparation, and forecasting, review of project expenses.
Track and report to supervisor against the transfer of funds to field offices, and review their expenses, including determining the project activities with financial support.
Responsible for reviewing payments requests to vendors, review of staff payroll, tax rates, and certifying of vouchers for payments.
Establish and monitor adequate internal controls and assist the internal audit department.
Manage QuickBooks accounting system for payments, HR, Fleet, and Inventory tracking.
Supervise month-end closings and bank reconciliations.
Review project award and sub-award documents and budgets as needed.
Preparation of annual budget preparation process for organization & master budget for all projects.
Manage project-wise expenses report and submission of progress report to management.
Planning & assisting annual organization, donor audit & submission of all Taxes to authorities on time.
Ensure timely production, and support review of project invoices.
Training of finance dept. and other program-related staff regarding financial internal controls.
Responsible as OIC in absence of Executive Director.

Human Resource:

Coordinate all organization’s efforts related to recruitment, onboarding, and termination of full-time, part-time, temporary employees and creation of Pool for immediate onboarding.
Develop, implement and manage staff performance and professional development plans.
Responsible for annual recruitment plan for future, existing projects, and analysis of core staff.
Create and maintain master HR files as well as separate personal files.
Complete periodic reconciliation of benefits, payroll records and rectify issues in a timely manner.
Preparation of Payroll, staff benefit, EOBI submission, and gratuity monthly and yearly.
Administer HR policies and procedures and periodic updates to the employee handbook.
Implement and manage the company’s recruitment processes and assist the program team during project proposals for human resources.
Continuously work on developing the most effective and economical recruitment methods and manage the external and internal correspondences from Human Resource Department.

Administration:

Maintains appropriate stock of expendable supplies & asset management system for tracking.
Coordination with all staff members and their guidance, and keep office premises well maintained. 
Makes all air and surface travel arrangements and hotel bookings for staff.
Issuance of fuel slips to drivers and monthly reconciliation with fuel stations for internal control and payment process, and ensure vehicle maintenance for smooth activities.
Coordination with stakeholders to obtain a visa and other travel documents for foreign visits and NOC for project implementation & Travel.
Manages KWH Motor-pool, their proper maintenance, & provides an effective fleet management plan.
Ensures that all legal/contractual obligations regarding insurances, maintenance, registration, etc. of KWH equipment, buildings, and vehicles.
Coordinates with Unit Managers and supervises logistical support including arrangements for training, seminars, and official meetings.
To maintain all equipment within office premises are well maintained and timely check-up.
Supervised and assisted 7 districts staff remotely for administrative and HR support.

Procurement and Logistics:

Responsible for all procurement of goods & services for HO & Field Offices.
Ensure complete procurement in-line with agreement, always adhere tools as per organization policy.
Prepare annual procurement, vendor complete details list, & procurement schedule.
Provide trainings to team & project staff on procurement guidelines.
Manage regional procurement contracts, & process all procurement.
Inspect delivery services & provide confirmation results to supervisors.
Before contracting negotiate with vendors in best of organization.
Prepare all documents including invoices & sent to finance for payments.
 

Finance & Administration:

Undertake daily management of field team/staff, financial and administrative aspects of the project.
Develop, manage, and monitor project budgets, financial reports, & projection of funding needs.
Administer overall donor budget, prepare budget & revisions, & financial reports for UNICEF & NCHD.
Prepare support documentation for payment, project expenditures, & other operational activities.
Provides annual budgets of expenditure & quarterly forecasts against budget statements.
Calculation & submission of online applicable taxes as per govt. laws and regulations.
Assist in organizing seminars, consultations, policy dialogues with the government, political parties, and other key stakeholders for the project team.
Organize training and other capacity-building workshops at the national and provincial levels.
Facility management for staff, donors visit, and other stakeholders.
Prepare for project’s audit and ensure the overall project’s compliance with the donor’s requirement.
Maintain and file records, documents, and work plans for monitoring project implementation.
Manage inventory records including stationary, office supplies with regular inventory audits.

Procurement & Logistics:

Manage project procurement under PPRA/KPRA rule including consultant/expert contracts.
Identify cost effective vendors mainly under travel, accommodations, printing, translation services, stationary, office supplies and equipment and initiate cases for their pre-qualification.
Lead on procurement process starting from PR to PO, agreement to selected vendors. 
Negotiate with the external vendors to secure favorable and cost-effective corporate terms.
Perform due diligence as per UNICEF & NCHD’s policies for supply vendors, contracts and agreements.
Control spending in coordination with Finance and Contracts Managers.
Supply & deliver equipment & materials to required destinations in efficient & cost-effective manner.
To ensure that logistics work in the field office is carried out in coordination with District Manager.
Maintain all documents issued or received till the final receipt of goods & final payments to suppliers.
Draft, negotiate and control the issuing of localized contracts with the guidelines of operation.

Finance:

Developing budgets for projects, master budget, and annual budget plan for the organization.
Provide financial management advice on revisions of budgets, preparing periodical forecasts, and project recoveries and funds generation.
Review monthly and quarterly budgetary variance, make adjustments in the budget, and create grant funding source reports to match the financial activities.
Supervise field offices for deduction of WHT & GST, which should submit timely.
Supervise Grants compliance, review, and finalization of all project budgets and/or amendments.
Reviewing financial data into accounting software QuickBooks and ensuring the validation.
Revision of Grants agreement with partners & submission of request for funds liquidation.
Prepare vehicle fuel monitoring sheet and maintenance report monthly and quarterly.
Monitoring petty cash & bank balances reports, monthly reconciliations, cash counts, financial reports.
Ensure all types of legal compliances of gratuity Fund & provident fund and EOBI.
Responsible Focal Person for Audit & provide response on audit recommendation & implementation.

Logistics & Administration:

Ensure the smooth and adequate flow of information to facilitate logistics and operations of project.
Provide logistical support for travel arrangements, accommodation, training etc.
Manage the logistics support in emergency support & prepare contingency plan.
Administer all vehicle & Fleet management including maintenance & rostering for duty allocation.
Lead logistics arrangements for international staff, management field visit & security adherence.
Responsible for all procurement in presence of UNHCR focal person & organization policies.
Foresee alterations in the comparative negotiating ability of the vendors.
Responsible for procuring of all supplies & services, managing stocks & fleet management.
Implement all security policies for traveling & office related matter in HO & field offices.
Ensure office premises management & maintenance including installation of equipment.

Finance and Administration:

Ensure data punching in NAVISION globally online accounting software of DRC and prepare all kinds of financial reports monthly, quarterly, and yearly.
Manage petty cash, clear cash advances upon request and receipt of settlement, and prepare monthly/weekly cash counts.
Maintain proper filing of all financial documentation (vouchers, contracts, tender documents, etc.)
Preparation of financial & progress reports of ongoing projects.
Ensures that all documents are correct before paying and are carefully reviewed.
Compile all taxes (WHT) & proceed with the remittance to relevant tax authorities on a monthly basis.
Scan all financial records of the PAK office and send them to HQ for review.
Preparation of budget projections and variance analysis.
Provide weekly action plan including financial tasks to be achieved in coming weeks to the finance team leader and finance Coordinator.
Coordinate with finance coordinator the verification of vouchers above his/her threshold.
Provide support to PAK office Procurement team in budget adequate utilization.
Assist Audit focal point in compiling audit requirements.
Provide support to HR in processing travel documents.
Ensure all necessary office resources (Stationaries, office supplies, drinking water are stoked)
Ensure all office and guesthouse utilities and infrastructures are appropriate, safe, and functioning. (Electricity, gas, up keeping of premises.).
Book hotels and flights for DRC staff national and international travel and meetings when required.
Receive and send official correspondence and maintain the record for it.
Follow up and support with residency and work permits for international staff.

Warehouse Management:

Achieve high levels of customer satisfaction through excellence in receiving, identifying, dispatching and assuring quality of goods.
Measure and report the effectiveness of warehousing activities and employee’s performance.
Maintain inventory & storage area, & Ensure shipments’ & inventory transactions’ accuracy.
Communicate job expectations & coach employees, & Determine staffing levels and assign workload.
Interface with customers to answer questions or solve problems.
Maintain items record, document necessary information & utilize reports to project warehouse status.
Identify areas of improvement & establish innovative or adjust existing work procedures & practices.
Confer and coordinate activities with other departments
Any other task assigned by the supervisor.

All aspects of bookkeeping include ledger input, reconciliation, journal, and nominal ledger administration.
Prepare Project employee’s payroll and process payment through bank roster. 
Submission of all WHT & Sales taxes to authorities and filing of monthly and annual returns.
Compilation of budgets, cash-flow forecast, and financial management reports on a monthly and quarterly basis.
Preparation of financial reports, project variance reports, and forecast for funds liquidation.
To create, apply and control financial procedure and form, ensuring that each transaction and payment has the necessary approval justification.
To provide and maintain an up to-date accounting system, ensuring that all are duly recorded.
Posting of Vouchers into computerized software’s “Financial Information Controlling System (FICS)”.
To keep managing petty cash and prepare for surprise cash counts.
To regularly communicate and develop reports, work plans, time schedules, arising problems, and results of related work to the immediate supervisor.
Responsible for all procurements under PPRA/KPPRA rules.
To participate and contribute knowledge and experience to build team capacity.
All-access to information must be kept confidential and be communicated infernally only with the persons designated by the immediate supervisor.
Controlling of budget, cost estimates, and analysis of project activity before funds release.
Ensuring all financial regulations are adhering.

Support the Finance and Admin Officer in the accounting and administrative functions of the Head office.
Assist in the preparation of the office and project budgets consistent with plans.
Ensure that all the office transactions are appropriately processed into QuickBooks 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 a standardized filing and archiving system for the Head Office while promoting adherence to the same among Programme departments.
Post all claims into QuickBooks and also be responsible for filing/record keeping.
Prepare weekly, monthly and quarterly reports as may be determined by the Finance & Admin Officer
Support in the preparation of the audit working papers twice a year.
Check that invoices are in accordance with goods/services delivered and set conditions and agree with supporting documentation (price quote, purchase order, goods received a note, etc.)
Monitor and follow-up of finance/admin-related issues.
Work with relevant units to safeguard all office assets including accommodation and stock items ensuring a satisfactory level of accountability and internal controls at all times.
Ensure that all incoming international staff is 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.
Make necessary travel arrangements including; Visa process, air tickets, hotel bookings, etc.
Responsible for vendor payments through cash or bank transfer
Perform the month-end petty cash reconciliation and ensure that the cash account statement is supported by a QuickBooks print out
Perform bank reconciliation of all the accounts, check and ensure that all the daily bank register is updated by the cashier.