Roles & Responsibilities:
Provide overall logistics and administrative support for smooth functioning of project activities.
Serves as provincial reference point for all administrative needs or questions
Coordinate workshop/training events as required, including hotel liaison, invitations, travel arrangements, supplies & materials, equipment hire and providing point of contact support for participants at events.
Make travel and accommodation arrangements for project personnel.
Arrange payment of utility and other routine bills and maintain track record of all these payments.
Maintain local suppliers list both for routine and emergency supplies and conduct regular market surveys and update the list.
Support/carryout procurement process as per Jhpiego/ Donor policies and procedures and Forward the invoices/bills to Finance department for payment after verification and maintain/ keep record of paid invoices in hard/soft.
Maintain inventory database for assets and office supplies and conduct periodic inventory checks. Submit inventory reconciliation reports to management on regular basis.
Check vehicle log books and vehicle condition on regular basis.
Maintain a proper/efficient filing system of office to ensure smooth running of the operations and maintain a repository of all logistics and administrative documents and their security.
Support program team in formatting and designing documents for printing upon request from program team.
Keep proper record and provide goods/supplies status report to concerned program lead and supervisor on as and when required basis.
Supervise Admin staff (i.e. Office Assistants, Office Attendants, Drivers etc.) by monitoring performance of supervisee staff and give regular feedback to staff members and document corrective actions; Complete the annual performance appraisal, regular mentoring and coaching of supervisees.
Manage office petty cash and ensure proper documentation is completed for reconciliation as per policy.
Perform other duties, as needed or requested.

Logistics, Procurement and Administration:
Focal point for managing local procurement for field office.
Manage assets, inventory, rental vehicles and warehouse related matters.
Supervising the data entered or inters data into BVA online system and generating reports.
Preparation of lease agreements, procurement contracts, Purchase Orders, Vehicle rental and fuel contracts, Market survey, update authorized suppliers list, price list.
Review and submission of monthly field logistics reports on fuel consumption, vehicle usage, inventory reports assets tracking, assets report etc.
Prepare and review of PRTS and Commitment reports related to project, before sharing with Sr. Supply chain Coordinator / Manager.
Preparation of Procurement plan with help of program team.
Responsible for fleet management, Supervision of rental drivers.
Perform Security responsibilities being security focal person in the district office. 

MAIN ACCOUNTABILITIES AND TASKS:
 Implement admin policy and procedures.
 Supervise proper use and maintenance of physical assets and office, including vehicles,
equipment, furniture, and office building. Arrange for repairs as necessary.
 Supervise planning and implementation of office systems, layout and equipment procurement.
 Supervise maintenance and replenishment of the inventory.
 Facilitate asset management and register with proper tagging and conduct physical asset
count once a year
 Supervise provision of support services and support staff including associate, assistant and
drivers.
 Maintain office leases and timely renewals for Islamabad.
 Provide logistics support for organizing SDPI events, conferences, workshops and seminars.
 Facilitate visas/permissions if needed.
 Ensure procurement of goods and services for office operations and events in coordination
with procurement.
 Supervise SDPI motor pool including drivers’ duties, vehicle registration and insurance.
 Maintain program and projects files, as assigned, and in keeping with SDPI guidelines.
 Ensure the safeguarding of all files and documents and office assets/inventories.

Financial Administration:
• Checking of payment or adjustment requests with its supporting documents.
• To observe, record and share the queries if any with relevant officials.
• To release approved payments to the parties on timely basis.
• To post all the entries accurately into the GL system on regular basis.
• To maintain the GL’s balances as per actual on regular basis.
• Be responsible to prepare payroll and disbursement of salaries to the employees on timely basis.
• To get signed all the vouchers from concerned officials on regular basis.
• Responsible to prepare tax challans, calculations and its timely deposit to the govt. treasury.
• Be responsible for financial record keeping, and administration- Ensure that all finances are properly administered and monitored in accordance with LPP’s financial regulations and controls.
• Responsible to prepare monthly financial reports on expenditure and to monitor any variations from budgets.
• Be prepare to provide this information as and when needed.
• Support the project manager in the provision of information for the estimates.
• Be responsible for tracking petty cash, keeping appropriate records and maintaining reconciliations.
• Maintain bank records, perform bank reconciliations and deal with the bank on all the financial matters.
• Be prepare to undertake any other duties within the role as required.
Administration and Procurement:
• Establishing the project office along with signing off the agreement and ensuring office supplies.
• Prepare agreements for training venues and vendors to facilitate the process until it is matured.
• Administrating and fulfilling the logistic requirements of vehicles and training premises.
• Ensure compliance with all regulatory requirements as relating to LPP’s policies.
• Ensure timely submission of staff attendance time sheets and related documents (LAF’s and TAF’s) to the implementing office.
• Able to provide efficient and cost effective solutions.
• Any other tasks assigned

Budget and Finance
Assist in preparation and revision of cost plans in line with work plans and Financial Rules and Regulations.
Prepare requests for funds (Financial Authorizations) in line with approved cost plan and monitor expenditures against the quarterly financial allocations
Supervise the work of Admin/Finance Officers and Assistants in all matters relating to Finance, HR, Administration & Logistics and Procurement in smooth running of the operations.
Liaise with the sub-offices and satellite offices and provide guidance to the Admin/Finance staff in the field for proper implementation of rules and procedures, Finance Authorizations.
Develop and implement procedures to ensure that accounting and financial management controls are consistent with UN Policies and sound financial practice.
Reconcile inter-office vouchers (IOVs) with UNDP information to confirm accuracy of accounts correct financial entry.
as required ensure UNDP IOVs provide adequate information to allow for reconciliation with UNOCHAs accounting system.
Maintain inventory of assets, ensuring that all OCHA properties are properly labeled, assigned and tracked.
Train Admin/Finance Assistant, and provide guidance on Financial Administration and to Administrative and program Colleagues.
Perform other related task as required.
General Administration
Coordinate the recruitment of national staff in collaboration with UNDP.
Support procurement of goods through UNDP or Headquarters as indicated, ensure appropriate processes are followed.
Provide support to the international staff in securing Pakistan visas and other related formalities
Verify receipts of goods and services, ensuring specification, condition and qualities of goods are correct and paperwork is complete and properly filed.
In collaboration with Department of Safety and Security (DSS) and the Head of Office as well as Administrative Finance Officer.

Effectively coordinates actions relative to the administration of human resource activities, e.g., recruitment, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training etc.
Ensuring consistency in the application of UN rules and procedures.
Monitors and reviews the work program and budget by conducting regular and special reviews to assess progress of actual work versus the program plan.
Coordinates the production of program reports for headquarters and donors.
Prepares quarterly requests for funds (financial authorizations) and monitors obligations and expenditures against financial authorizations in line with approved cost plans.
Develops, implements, and maintains internal controls to monitor and ensure that financial resources are utilized to implement activities in accordance with the work and cost plans.
Defines requirements and work with systems units with respect to improving budget reporting systems and cost effective utilization of program resources.
Develops procedures and implement same to ensure that accounting and financial management controls are consistent with UN policy and practice.
Supervises and/or provides guidance on financial administration and management information issues and practices to colleagues.
Oversees work related to procurement, billing and receipt of income from various services, operational travel program.
Procurement monitoring and evaluation of vendor contracts/payment to vendors and individual contractors for services.
In collaboration with the Department of Safety and Security (DSS) and Head of OCHA field office assist in ensuring Minimum Operation Security Standards (MOSS) compliance for vehicles, office and residential premises.
Ensure proper management of office assets, including maintenance of inventory, physical verification of assets and disposal of assets.

Review DCTs Accounts and Payments to IPs and other Vendors
Participate in financial spot checks of IPs. Participate in Assurance teams meetings and provide inputs/ feedbacks on financial spot check exercises
Assist in preparing budgets for new PCAs.
Maintain financial record and archiving of financial record. Liaise with Program section for extracting archived documents and ensuring re-archiving of documents.
Assist in Preparation of payment batches through web banking and get authorization from bank signatories
Correspondence with bank on transactions and handle queries from staff, IPs, Suppliers and other Vendors regarding to payment status.
Prepare weekly funds released details to IPs and submit to CFOs secretary
Consolidate and prepare accurate cash/ funds forecast from Program sections and submit to CFOs office for weekly updates
Prepare and keep track of payments made and provide details to concerned section for onward sharing with IPs.

Issue receipts, refunds, credits
Count Money in cash drawers at the beginning of shifts to ensure that amounts are correct and that there is adequate change
Establish or identify prices of goods, services or admission and tabulate bills using calculators cash registers, or optical price scanners
Issue trading stamps, and redeem food stamps and coupons.
Resolve customer complaints
Answer customers questions and provide information on procedures or policies.
Cash cheques for customers.
Calculate total payments received during a time period, and reconcile this with total sales.
Compute and record totals of transactions.
Keep periodic balance sheets of amounts and numbers of transactions.
Request information or assistance using paying systems
Compile and maintain non-monetary reports and records.
Monitor checkout stations to ensure that they have adequate cash available and that they are staffed appropriately.