Work Experience No: 01


KEY AREAS OF ACCOUNTABILITY:

1. Financial management

• Oversee Finance Unit and ensure compliance with the PREPARED/Financial Rules & Regulations
• Conduct monthly budget monitoring, identifying any areas of slow or fast burn or other challenges
• Advises budget manager and the HoO on how to best to utilize a program’s funding portfolio.
• Donor’s financial reports USAID Rapid funding, OFDA, BPRM and CRS emergency fund.
• Leading all the partners finance-related due diligence and vetting processes and, as necessary, provides technical assistance to meet capacity gaps identified in the process.

2. Administration

• Manage the timely and efficient delivery of all administrative services, (e.g. premises, asset management)
• Manage the acquisition, maintenance, inventory, recording, verification and protection of project and administrative facilities/assets, including IT infrastructure, equipment and servers.
• Identify opportunities for leveraging the use of IT to enhance business operations and efficiency and to facilitate knowledge management, and information sharing

3. Procurement & Warehousing

• Oversee and supervise PPREPARED procurement processes, including tendering processes, evaluation and supplier selection and compliance with PREARED procurement procedures, regulations and standard of accountability, ethics, integrity and performance.
• Oversee the efficiency and integrity of the procurement evaluation process to ensure cost-effective procurement of goods and services.
• Evaluate, list, update and monitor the performance of the roster of service providers of suitable firms.

4. Logistics and security

• Oversee the logistics of goods and services on project sites to confirm delivery and safe warehousing.
• Ensuring the organizational and personnel security and travel
• Ensure with Program and Program Support on determining vehicle needs
• Managed Vehicle Tracking system, Identify appropriate parking space/ ensure parking regulations
• Establish safe travel routes, No GO zones, travel-return times
• Oversee secure travel arrangements of projects and personnel needs

KEY AREAS OF ACCOUNTABILITY:

Budget Preparation, Management & Reporting


o Donor’s financial reports USAID, OFDA, DFID, CAFOD/ERF, UNHCR, UNOCHA, BPRM and Concern worldwide rapid fund for emergency response.
o Reviews of the running projects budgets to identify gaps and plan strategies for addressing them
o Updates the forecast on a quarterly basis.
o Produces quality Budget vs. Actuals (BvA) analyses to support BM in their budget management and advise them.
o Conduct monthly budget monitoring, identifying any areas of slow or fast burn or other challenges
o Ensure all relevant stakeholders are involved in the budgeting process.

Cash Management and Banking

o Manages the cash flow to ensure timely and secure transfer of funds to meet program needs, liaising with local bankers as required.
o Compiles monthly cash requests from budget manager and ensures adequate and timely flow of funds.
o Reviews the monthly payroll calculation and its related taxes and ensures accuracy.
o Liaises with banks to effectively resolve issues as they arise. Oversees monthly bank reconciliations.

Grant / Contract Management and Compliance

o Prepares donor financial reports on time and in accordance with donor-agreed budget lines and advises budget manager on compliance issues.
o Advises budget manager and the HoO on how to best to utilize a program’s funding portfolio.
o Leads monthly financial meeting and closing and ensures accuracy of reports to be submitted to H/Q.
o Prepares and sends the monthly finance reports to H/Q Finance, PM, HoAF & HoO.
o Supervise the internal, external and donors audits

Sub-award management

o Leads all partners finance-related due diligence and vetting processes and, as necessary, provides technical assistance to meet capacity gaps identified in the process.
o Reviews potential sub-grantees’ budgets & financial reports
o Conducts field visits to sub-grantees to check the financial report supporting documents

Staff Management and Development

o Manages the performance of all staff in the finance team through
o Effective use of the Performance Management System including the establishment of clear, measureable objectives, on-going feedback, periodic reviews and fair and unbiased evaluations
o Coaching, mentoring and other developmental opportunities
o Recognition and rewards for outstanding performance

KEY AREAS OF ACCOUNTABILITY:

Finance

o Preparation and maintenance of audit proof payments and financial reports for donor Caritas fundings, USAID, TROCIRE, OFDA, CAFOD/ERF, UNHCR,DFID, UNOCHA, BPRM and UBSOF.
o Preparation of education, livelihood, and Emergency response budgets versus actual on monthly basis.
o Ensuring the availability of Funds and implementation of cash management policy in CRS Besham.
o Ensuring the transparent and authentic documentation and reporting as per donors CRS policies.
o Provide support to Procurement, administration, logistics & CFW for in time and transparent payment of venders.
o Reviewing the vouchers, checking of costing of Liquidation and proper supporting documentation of payments.
o Proper maintenance of cash flow and forecasting, timely submission of staff payroll.
o Ensured the field office expenditure meets the International Accounting Standards (IAS), Generally Accepted Accounting Principles(GAAP), Financial Reporting Standards(FRS’s),
o Ensured deduction of all taxes as per law and deposit into government treasury according to policy, Facilitating Program Managers in preparation of annual / periodic budget proposal , and coordinate preparation of relevant location’s administrative budget as and when required,
o Maintained effective coordination with supervisors (Besham and Islamabad) and identify relevant problems and positively recommend suitable solutions,
o Maintains current knowledge of local government requirements related to financial matters.
o Oversees the protection of the CRS assets, (cash, files, equipment’s) through the enforcement of internal control policies and procedures.
o Over See and providing required support in Financial Activities and reporting for Besham Shangla Office and for local partners(ISWDO & ROAD) organizations.
o Ensuring compliance with CRS accounting policy; including fund accounting as per CRS Financial Policies and with generally accepted accounting principles.
o Provide comprehensive orientation of new CRS staff members in financial management policies, procedures, and standards;



TDY Human Resource officer “Swat IDP, s emergency Response 2010” Mardan (May-Aug 10)

o Facilitate the entire recruitment process from preparation of vacancy announcements to Joining and orientation of new staff including initial screening of CVs, contacting short-listed candidates for testing and interviews, conducting tests and interviews, informing successful candidates after final short-listing, preparation of job offer letters, completion of all HR related forms for new hires and orientation for new staff.
o Personnel files for all staff are actively maintained, up-to-date, and in accordance with CRS personnel policies.
o Update the leaves record ,medical claims, petty cash management

KEY AREAS OF ACCOUNTABILITY:

Finance

o Transfer of funds to all regions for monthly ACSM activities.
o Check invoices, activity and account coding and prepare vouchers.
o Ensure to PM that field staffs are well informed about all financial aspects of the project
o Ensured the payments & Perdiems to training participants & Training trainer.
o Daily management of financial issues, including ensuring all payments is paid correctly and timely.
o Ensure the venders timely payments and checking the documents are completed, coded and approved Preparation of staff payroll
o Preparation of monthly salary sheet for second review.
o Ensure proper coding of program activity expenses.
o Keep authentic and transparent record for all financial and programming activities.
o Facilitate to Finance Manager in preparation of Financial reports and also to donors as UNICEF,USAID, Global Fund, OFDA, Global Fund etc

Project Administration (Global Fund)

o Preparation of monthly & quarterly work plans & reports of all ACSM activities for Global fund program (Community based events, Community Coalitions, LHW Trainings DOTS Facilitators, Quality Assurance Workshops, etc.) in three district of AJ&K and Nine Districts of Sindh.
o Ensure the distribution of training material to all regions.
o Maintaining filling system for all activities reports submitted to NTP & financial records.
o Monitor all services and their payments (use of mobiles and telephones, fax, email, photocopy etc.
o Report promptly on any administrative or financial irregularities encountered to the Regional Coordinators.
o Prepare and forward monthly reports to the project manager and the Director Health on ACSM activities.
o Preparing the bank reconciliation statement& maintaining proper filing system.
o Managing the Funds & review the Monthly reports of sub office.
o Maintaining the funds in bank as per the both offices programs activities
o Frequent visits of field area for problems solving and staff orientation about in work plans targets.
o Identifying reliable resources in the district and meetings for smooth coordination for targeted area.
o Ensuring lease, transport contract, fueling contracts, Project agreement are in proper files
o Supervises the protection of organization's assets through internal control and auditing procedures.

Logistics

o Test and orient drivers accordingly
o Coordinate with Program and Program Support on determining vehicle needs
o Determine feasibility of purchasing, leasing, renting vehicles
o Establish reporting system on vehicle rentals, Set up Vehicle Files for each vehicle
o Assemble On-board Documentation kits for each vehicle
o Vehicle List / Inventory with Fleet Numbers, Post relevant stickers and identification in vehicles
o Vehicle Movement Tracking system, Identify appropriate parking space/ ensure parking regulations
o Determine source and means for obtaining fuel, Ensure system of tracking fuel purchase and usage
o Ensure system of tracking vehicle consumables purchase and usage
o Establish Contract/Preferred Supplier Agreement with trusted vehicle repair shop
o Determine trucking needs & hiring, Establish safe travel routes, No GO zones, travel-return times
o Establish In / Out Board for staff movements

Warehouse

o Establish warehousing management procedures (including):
o Assign warehousing responsibilities to staff, Locate appropriate warehouse space
o Receipt of Materials, Materials in Stock, Materials in Transit, Dispatch/Release of Materials
o Inventory control, Warehouse Inspections, Cleaning and maintenance schedule

Procurement

o Train program and support staff on PRCS Procurement Procedures
o Identify local resources, suppliers, Write and maintain preferred suppliers list/database
o Ensure PRCS Procurement Forms are in place
o Print pre- numbered and carbonized procurement forms
o Distribute empty PR template to originators
o Establish tracking system for outstanding PR’s/ PO’s
o Coordinate filing of procurement forms w/ finance system