General Position Summary
The Senior Operations Officer - Quetta will be responsible for the Operational efficiency, compliance of the Mercy Corps South with its field districts – ensuring an adherence to in-country policies are established and functioning. The Senior Operations Officer will directly manage the Mercy Corps South office support staff and provide technical assistance to field staff, including monitoring visits, trainings and audits to the standard procedures of Mercy Corps. 
A heavy emphasis is placed on the manipulation of operational functions that includes Administration, Information Technology, Logistics; (Procurement, Asset Management, Fleet Management, Warehouse), and provide training / orientation to the staff so that they could effectively perform their respective support functions to provide timely and efficient support to program activities with compliance to Mercy Corps and donor regulations.
Administration Management
Disciplines covered under administration are:
·        MC South Premises and Guesthouse
·        Facilities and events Management
·        Property and Assets Management
·        Information Technology
·        Communications
·        HR
Logistics & Procurement Management
Disciplines covered under logistics & procurement are:

Procurement
Fleet Management
Commodity management
Asset Management

Job Description/ Terms of Reference/ Roles and Responsibilities
Financial Management: -
·        Lead and oversee financial activities within the organization.
·        Develop and implement financial policies, procedures, and controls.
·        Ensure accurate and timely financial reporting in compliance with regulations.
·        Manage budgeting processes and monitor financial performance.
·        Make certain the donor's guidelines and regulations are adhered to, and that the grant management cycle is followed.
Procurement & Logistic Management
·        Lead the planning and execution of the organization's procurement strategy.
·        Manage procurement processes, ensuring cost-effectiveness and quality.
·        Develop and maintain relationships with suppliers and vendors.
·        Oversee inventory management and distribution logistics.
Governance
·        Ensure compliance with organizational policies and legal requirements.
·        Support the implementation of good governance practices.
·        Liaison with government department for MOUs/NOC
·        Keep close coordination and update registration of the organization
·        Assist in the development and review of organizational policies.
HR Management
·        Implement and enforce HR policies, including the Code of Conduct, and oversee payroll and benefits.
·        Oversee the development and maintenance of a sound HR and payroll management system.
·        Conduct appraisals and capacity building plans for the HR and administrative team members.
·        Ensure training and capacity building for HR and administrative team members.
Administration Management: -

Facilities and events Management
Property and Assets Management
Information Technology

Job Responsibilities:
The Coordinator Admin is responsible for providing financial management, Administration,  planning, monitoring and reporting of every day financial activities of all organizational programs in Balochistan and subsequently provide advice and guidance to senior management on future financial plans. The CA is required to actively contribute towards the strategic growth of organization ensuring compliance to all relevant Government and organizational policies, procedures and guidelines, including providing timely and quality financial reports as required both internally and externally. Ensure that an adequate control structure is in place over the utilization of funds. Further, the CA engages in financial analysis in such areas as forecasting, budgeting, engaging in cost reduction analysis, and reviewing operational performance.
As CA responsible for the implementation of defined areas of work within the Finance Department, and will provide direct line management and professional support to the Finance Department, Administration, Procurement and HR, ensuring that the organization meets all statutory and other financial requirements.

Job Description/ Terms of Reference/ Roles and Responsibilities • Ensures effective implementation and coordination of the financial management, contract issues and procedures in accordance with Qatar Charity Processes and Rules (P+R) as well as specific standards procedures defined by QC Pakistan or the project. • Works and coordinates all financial and contractual matters with colleagues in the four provinces of implementation, QC Country Office and HQ. Collaborates with and advises the team members and partners on financial aspects. • Regularly reports issues regarding financial administration and compliance without delay and proposes viable solutions. Prepare accounting on the basis of QC ERP Portal & QuickBooks cash/ bankbook. Prepare and control monthly program journal / financial report. • Period accounts and bank reconciliation vouchers. Prepare vouchers for bookkeeping and indicate their cost classification and internal project coding. Submits monthly report to QC Pakistan Country Office and QC HQ. • Manages the program bank account and bank transactions. Monitors income, expenditure and the monthly bank reconciliation. Monitors accounts (payables, receivables) and reports regularly to Team Leader and Head of Finance. Checks request for funds before realization. • Verification on cash book vouchers. Preparing budget calculation for project activities. • Quality assurance of procurement documents. Ensure tax processing in accordance with the national law of Pakistan and submission of tax documents to vendors/contractors and CO. • Prepare and submission of PSID’s, tax returns as per FBR’s Policy and deal with all taxation matters. Internal Control Checks the vouchers and receipts submitted by the project/components for completeness and allocation to cost units and categories and correct these where necessary. 4 • Advises on financial aspects of projects/components. Prepares and follows up internal controls in accordance with QC internal controlling manual. Financial Reporting to the Donor’s • Prepare and report the financial reports/invoices to the Donors in close coordination with Financial Manager in HQ. Filing of all Incidental vouchers and invoice relevant vouchers in DMS. Prepare quarterly and 6 monthly incidental expenditure. • General Support • General support to Team Leader and Finance Manager in HQ if needed regarding tasks such as internal Control planning, quarterly plan/actual comparisons, preparation of planning, budget monitoring. Preparing and interpreting reports, budgets, accounts, commentaries and financial statements. Liaising with managerial staff and other colleagues. • HR Functions • Hiring procedures, staff records and personal files, staff appraisals, maintenance of time sheets attendance and leave records and supervising of support staff. Insure effective implementation of all HR functions 
 

Job Description/ Terms of Reference/ Roles and Responsibilities Financial Management • Collaborate with the Head of Programmes and ED to identify finance needs, financial management issues and develop strategies to address them, optimizing funding opportunities. • Revise financial and accounting procedures that supports the objectives of Organization and provide relevant and timely information to all stakeholders including (but not exclusively), Senior Management Team, professional advisors, financial institutions, funders and donors. • Lead program staff in the preparation of program and project budgets, as well as annual budgets, and manage the preparation of financial projections /forecasts on a regular basis that are necessary for effective monitoring and review. • Compile the projects financial information and budgets in a comprehensive finance budget / plan for review by the senior management team. • Verify and sign off on all budgets, including program budgets and payroll processing, for accuracy and advice on design for optimum monitoring, before submission. • Ensure a complete audit trail from primary documentation to the accounting system for accurate and rapid donor reporting and general record keeping, ensuring donor compliance in each transaction. • Effectively manage organizational resources including institutional funds from extended organizations and partners. • Ensure payments are released after thorough verification by checking the documentation, relevant budget codes and ensuring the mathematic accuracy. • Ensure that donor requirements, in line with internal policies and procedures, are met across all the programs. • Closely monitor the donor reporting schedule and the program business cycle to ensure timely and accurate financial donor reports are prepared & submitted consistent with narrative reports. • Take lead in preparing for audits, sourcing external auditors and support programme staff in preparing for external and internal audits. In addition, ensure that all audit recommendations are implemented and maintained. • Managed accounts of # of projects on Health, Education, Livelihood, Emergency Relief and Capacity Building for both afghan refugees and host population during the period of time. • Prepare monthly, quarterly and project completion financial reports and shared with donors within given timelines. • Present annual financial report to Board of Directors, Donors and concerned Government line Departments • Posting of Payment vouchers, receipt vouchers, organization’s annual budget and project budgets and generate financial reports (General ledger, Trial Balance, Profit & Loss statement and reconciliations) Through financial software QuickBooks. • Facilitated organizational due diligence, appraisals and assessments conducted by different donors and or consulting firms on behalf of donors resulting achievement of approval of projects. 6 HR Management • Lead, develop and strengthen all HR functions in order to provide efficient and effective HR support to the with a special focus on effective recruitment, staff development, remuneration and performance management. • Provide support for hiring of project staff for donor funded projects, preparation of staff requisition, advertisement for newspaper, assist in writing and development of Job Description, maintain proper record of job applications, prepare long listing and short listing of candidates, assist in schedule and conduct test / interviews. Perform reference check and verification of all education and professional documents of selected candidates, facilitate newly hired employees in employment contract, joining report, and making of banking accounts for smoothly transaction of monthly salaries and maintain staff files of all project and core staff according to OCSD’s Human Resource policies and procedures. Admin/ Logistics and • Responsibility for the setting up emergency response logistics operations, managing logistics activities, procurement, fleet, warehouse and relief stocks supply chain, as well as distributions to beneficiaries, ensuring effective and accountable logistics support to organization. • Plan the Administrative, and Logistics needs according to the results of the Rapid Need Assessment conducted by the field team. • Provide the Administrative, and Logistics inputs during the acceptance of incoming all supplies and materials at the warehouse or project site. • Closely monitors commodity end use, warehouse management and relief supplies handling; • Formulates and coordinates all relief supplies control measures, supplies tracking systems, accounting systems and generally accepted commodity accounting principles to ensure compliance at all levels. • Responsible for the overall Administration, Asset, Warehouse, and Fleet Management. Procurement Management • Perform procurement activities to ensure compliance with Donors & Organizational guidelines and standards. • Manage supplies and payment records of the respective staff and vendors. • Cross-check the specification of supplies and materials along with the field engineer vis-àvis approved samples and properly maintained supply register on daily basis. • Ensure the proper documentation for payments, Preparation of supporting documents .i.e. Purchase requisition, request for Quotation, comparative statements, bid opening minutes, work order / service contracts, goods received / inspection notes, payment approvals and disbursement of cheaques. • Overall procurement process such as RFP, Tender, RFQ, Vendor’s technical and financial evaluations, service Contract and purchase orders. During the period of time some of successfully completed assignment. Task related to procurement given to me are following. ➢ Successfully completed tender process for OCSD’s Health project (Strengthening Expended Program on Immunization Balochistan Provincial Headquarter Quetta) funded by UNHCRRAHA. ➢ Procurement and import of Cold Chain Unit from France and install in EPI office Quetta under OCSD’s Health project (Strengthening Expended Program on Immunization Balochistan Provincial Headquarter Quetta) funded by UNHCR-RAHA. ➢ Procurement of food pack items for distribution among families effected due to heavy snow fall in different districts in Balochistan. ➢ Successfully completed tender process for construction of Basic Health Unit Saigai according to UNHCR procurement guidelines in district Qilla Abdullah amounting to Rs. 21.5 million Pkr funded by UNHCR-RAHA. 7 ➢ Completed tender process for construction of Boys high shools and Girls High schools according to UNHCR procurement guidelines in district Loralai amounting to Rs. 58.33 million PkR funded by UNHCR-RAHA ➢ Purchase of training material.i.e. (Sewing Machines embroidery machines, Computers, Tables, Generators, Solar plates and UPS etc) for vocational and technical training centers, in District Ziarat, Saranan, Loralai and Quetta under OCSD’s livelihood project funded by PPAF Pakistan.