Job Description

Title: Admin/ Finance Assistant

Reporting to: Field Coordinator

Duty Station: CBP Field Office Karachi

Unit: Operations

Section: Admin/Finance                                                                       

Summary of Key Functions

The candidate will look after the administrative and accounting functions of the project in the field offices. The incumbent of this position would directly report the Field Coordinators and would closely work with the Operation Unit, especially with the Admin Officer, Finance Officer and HR Officer - Islamabad. Provide Logistical, administrative and financial support of the project office. Main duties involve looking after the respective project office's general administration, responsible for purchases, maintenance of office petty cash, complying with internal controls, managing inventory, stock, ensuring travel authorisations, record keeping of vehicle travelling, etc.

Roles and Responsibilities

• Taking care of the office premises and report to the supervisor if there is any minor maintenance or repair work is required.
• Maintaining an organized and comfortable office environment.
• Maintaining the office safe and secure and reporting to supervisor in case there is any security concerns. Keeping a close check on the guards.
• Making arrangements for the meetings in office and keep record of the meetings.
• Making sure that ample office stationary and supplies are available in the office and keeping updated record of the stationary and supplies.
• Processing Purchase Request, Purchase Orders, supplier/service provider invoices, expense claims, accounting payments etc. and forwarding it to HO finance for payment processing.
• Prepare travel authorizations, make travel arrangements and making sure the staff get their DSA in time by forwarding it to HO finance for payment process
• Looks after attendance & leave records and help in maintenance of staff personal files.
• Maintaining dispatch record of all documents related to Admin, Finance and HR and other sections of office.
• Maintenance of petty cash, timely submission of petty cash for replenishment to HO finance.
• Compiling of petty cash documents and submission of original documents to finance for record keeping.
• Maintenance of asset list of the project office, updating it periodically and reporting to HO for record maintenance.
• Maintenance of vehicle records i.e. log books, fuel records and inspection of vehicles periodically to make sure that the vehicles are in good condition.
• Maintenance of generator log books, record of fueling and maintenance of the generator.
• Facilitating HO Finance in carrying out the financial audit of the project.
• Maintain the office filing system and assist in archiving.
• Any other duty assigned by the Supervisor.