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Aawaz II Finance & Administration Officer

Position is based in Islamabad

Formed in 2000 Omar Asghar Khan Foundation is an NGO registered under the Societies Act 1860. Its average annual budget over the past three years is Rs.55 million. It has a staff of about 20 and offices in Islamabad and Abbottabad. Since 2019, it is British Council’s Provincial Partner for the implementation of a multiple-year project: Aawaz II.

The Foundation is looking to hire a qualified person to be Aawaz II’s Finance & Administration Officer. The selected individual will be based in Islamabad but may be required to travel within Khyber Pakhtunkhwa, as and when needed.

Please see the detailed Job Description. Interested individuals are requested to apply no later than 5:00 pm on Thursday 16 January 2025.

Omar Asghar Khan Foundation is an equal opportunity employer Women, transgender persons, religious minorities & persons with disabilities are encouraged to apply

Please contact: Mr. Hassan Ali Khan (0310 9468300) for details, if needed.

Terms of Reference for Admin & Finance Officer Aawaz II Programme Introduction

Aawaz II works with local communities in Khyber Pakhtunkhwa (KP) and Punjab provinces to promote the rights of children, women, youth, religious minorities, persons with disabilities and other marginalised groups, to facilitate and strengthen their development. The community component focuses on providing information referrals, facilitate citizen-state engagement for uptake of services and enhance capacities of local communities for behaviour change to reduce community acceptance of child marriage, gender-based violence (GBV) and intolerance.

The programme is managed by the British Council. Aawaz II works with the district level downstream partners (DSPs) and two provincial partner organisations to implement the community-based interventions in KP and Punjab. Omar Asghar Khan Foundation is Aawaz II’s lead provincial partner in KP.

Terms of Reference for Admin & Finance Officer

The Admin & Finance Officer will be responsible for maintaining the organization’s financial integrity, overseeing all financial programme management as well as administrative responsibilities which include arrangement of events and programme activities through liaising with the Foundation’s central team, travel & hotel accommodation of the Aawaz II consultants, overseeing operational office management, timesheet and other HR related tasks for managing Aawaz II consultants, preparing all financial reports as per Government of Pakistan regulations, the Foundaton’s policies and procedures, and donor requirements throughout the life of the programme.

The position will be based in Islamabad and reports to the Strategic Lead of Aawaz II Programme.

Key responsibilities:

Administrative Tasks

• Manage travel and logistics in all the programme implementation districts across province for Aawaz II Programme team
• Assist in logistical planning for forums, workshops, meetings and consultations, including preparation of relevant procurement & logistics documentation
• Manage overall operations and related expenses of Aawaz II Provincial Office
• Responsible for procurement of all goods and services for Aawaz II programme
• Coordinate with British Council Aawaz II Programme and its partners, to provide support for any administrative and/or programmatic tasks whenever requested by Aawaz II PMU
• Responsible to negotiate services agreements with vendor
• Overall management of assets procured under Aawaz II Programme including but not limited to safeguarding, maintenance and relevant record keepingAny other administrative task/s which may arise as per need of Aawaz II ProgrammeEnsuring the Aawaz II Programme financial transactions are properly authorised, recorded, have adequate supporting documentation and can be easily extracted for the purpose of preparing financial statements and for conducting auditsEnsure Financial compliance requirements as per Aawaz II agreement with British CouncilRegular coordination with British Council Aawaz II PMU Finance and Programme team for monthly compliance and programme activities operationalizationPreparation of monthly budget vs actual expense report of Aawaz II Programme
• Ensure that all financial documents relating to Aawaz II Programme (cash books, ledgers, asset registers, payrolls, bank statements, invoices, and other vouchers) are retained and are available for inspection by the British Council, FCDO and/or auditor appointed by FCDO
• Responsible for processing procurement requests, initiating procurement payments and consultant fee processing of Aawaz-II teamCoordinate with organisational internal and external auditorsOversees the petty cash management
• Responsible to maintain Aawaz II Programme financial data and supporting in soft and hard form
• Review all payment requests to certify that supporting documents have been provided and correct budget codes have been usedResponsible for the preparation and submission of financial reports to the British Council Aawaz II PMU as per agreed timelinesResponsible for timely payments to programme vendors
• Assist programme team in carrying out provincial level activities by controlling and monitoring expenses against approved budgets
• Regularly briefs the organisation’s senior management about the allocation and utilisation of Aawaz II programme budgetDealing with withholding tax matters and filing tax returns. Ensure deduction and timely payment of Withholding Tax applicable on consultant fee, services and suppliesThe post holder will understand the importance of safeguarding and ensure policies and processes are in place to offer maximum protection to women, religious minorities, persons with disabilities and transgender persons in the programme and at all relevant events and venues and ensure compliance with the British Council’s safeguarding policy and its implementation standards in the programme
• Comply with the safeguarding and anti-fraud standards in planning, implementation and delivery of administrative & financial activities and escalate safeguarding related concern

Financial Tasks

• Safeguarding, Anti-Fraud and Risk Management
• /issues to the Safeguarding Focal Person, Aawaz II PMU
• Standard minimum qualification and expertise:
• Bachelors or Masters degree in relevant field
• Good knowledge and experience regarding administration, logistics, accounting, procurement & taxation
• At least 3 years of experience of administrative and financial management
• Ability to work in a team and good interpersonal skills
• Ability to travel in the field as per programme requirement
• Familiarity with government compliance mechanisms for programme implementation
• Competency in Microsoft applications including Word, Excel & PowerPoint as well as web based communication tools such as Zoom and Microsoft Teams
• Willing to take initiatives
• Maintain superior levels of professionalism while working under pressure in a fast-paced and sometimes difficult environment
• Language: Fluency in English, Urdu and local languages will be an asset
• Excellent writing skills with demonstrable experience of reports in English