Project Management
• Creation of projects in Atlas, preparation of budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial closure of a project.
• Presentation of information for audit.
• Coordination with implementing partners on administrative and financial issues and revision of financial reports submitted by partners.

Financial Management
• Preparation of PO and non-PO vouchers for development projects.
• Maintenance of the internal expenditures control system including timely corrective actions on unpost vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
• Support the project in compiling and developing project work-plans, project budgets and expenditure reports, budget revisions as per work plan revisions.
• Maintain and update financial reports, combined delivery reports, project correspondence, donor reporting and update financial management dashboard.
• Preparation of requests for payments, scrutiny, and verification of supporting documents to ensure accuracy of financial information submitted for payment processing based on relevant contracts and agreements.
• Review of payment request for accuracy and compliance.
• Preparing and submission of on demand financial reports to project management and component leads.
• Follow up with UNDP Core finance team for queries, observations, and timely payment processing.
• Regular scrutiny of the actual financial data of project to monitor for any variance, exceptions and suggest corrective actions including recommendations for necessary budget amendments.
• Support Admin & Finance staff on policies & guidelines, sharing advisories and learning platforms and to track the project budget, Common Services cost sharing and actual expenditure reporting.
• Ensure integrity of financial and administrative procedures as well as a consistent application of UNDP rules and procedures about project implementation and compliance with internal control framework of UNDP
• Proper management of the contribution’s management business process and accounting for contributions to ensure that the money due to UNDP is properly identified, consistently and uniformly classified, recorded on a timely basis, and received with sufficient supporting documentation.
• Track internal expenditures control system including timely corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions, follow-up of unapproved vouchers, inter-project funds transfers and reconciliations, corrective entries of posted vouchers.
• Ensure adequate disclosure are provided with each process for internal/external audit preparation. Facilitate supervisor in responding to the auditor’s queries.
• Review and monitor Implementing Partner’s disbursements, FACE form review and analysis of advances, expenditures, and settlements in ATLAS ERP system.
• Capacity development of implementing partner’s staff on Financial and administrative management and UNDP applicable rules and regulations.

Administrative
• Proper management of UNDP assets, facilities, and logistical services, including full compliance with applicable UNDP Operational Policies.
• Manage project’s vehicle and logbooks verification, POL and maintenance of equipment and ensure that project resources are utilized with due diligence.
• Provide travel arrangement support to the staff including travel authorization, raising requisition and request for security clearance, transport and hotel accommodation and processing of related payments;
• Support the Programme team in coordination Government and other partners for events, workshops, and meetings, including preparation of agenda, invitations, and drafting and circulation of minutes of the meetings.
• Inventory management of project assets including proper record of issuance of all project assets to project staff and consultants. Keeping track of Inventory items issued to project partners. Project level stock taking at regular intervals.
• Knowledge building and sharing, Operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to UNDP knowledge networks

Procurement
• Create and manage the requisitions, registers of goods receipt, budget check for requisitions, purchase orders, vouchers in ATLAS.
• Making budget check for requisitions, POs, and vouchers.
• Evaluation of bids and proposals for project requirements.
• Provide support to ensure that qualitative services are provided to national partners including fair and transparent procurement process and efficient operational support.

Knowledge building and Knowledge Sharing
• Participation in the trainings for the operations/ project staff
• Training of implementing partners in financial management
• Contributions to knowledge networks and communities of practice

Facility Management
• Supervises all activities related to occupancy, relocation, and renovation of the office’s building.
• Monitors and tightly manages expenditures and get approval the release of payments for procured goods and services.
• Prepares workforce schedule of all skilled workers who are assigned to the facility.
• Provides assistance in the review and planning of proposed areas/space per facility. • Managing services such as cleaning, waste disposal, catering, and parking. • Ensuring that the building meets the strictest health and safety requirements. • Provide prompt response to requests and issues from facility occupants. • Arrange meetings and events. • Develop strong internal working relationships with all departments

Travel Management
• Arrange Air Tickets of the office Staff
• Receive and create Trip Document in WINGS, before travel takes place.
• Process travel advance request and logistic arrangements for staff travel (GH, Hotel, etc).
• Receive, check and process Travel Expense Claim and review for its legitimacy/attachments, Modify/close TEC in WINGS, Secure Approval from Approving Officer and submit for FI Posting.
• Monthly follow up for to be created, Open and to be settled TDs.
• Compile monthly travel plan and share with CO-PAK.
• Review and recommend improvements to travel programs • Maintain appropriate travel documentations.

Transport Management
• Assign Vehicle/driver for all official travels as and when requested.
• Maintain duty roster for drivers for field visits, Over Time, evening and weekend duties and assign duties for daily shuttle and airport transfers and verify vehicles' logbook.
• PACE and performance evaluation of drivers and time to time train drivers regarding administrative matters i.e. Security Clearances, E-TAs, TECs approval etc.
• Provide updates to Finance for vendor charging against shuttle service and private use.
• Forecast fuel requirement of the vehicles and generators and manage fuel supply.
• Raise PR for fuel in the WINGS and keep track of rest of the process to issue the purchase order.
• Issue fuel coupon to buy fuel and keep their record.
• Review invoice and reconcile with the records and identify errors.
• Produce monthly fuel consumption report in the FMS with recommendations (for CO) and submit payment request against the invoice received.
• Supervise fleet for R&M and ensure it is always operational, Consolidate and submit monthly report on Vehicles' Cost Performance, keep track of accident reporting.
• Necessary inputs provided for update of vehicles and generators master data to HQs.

Other Administrative Tasks
• Raise Purchase Requisitions in WINGS for issuance of all purchase orders and keep regular tracking. Maintain PR Registry and database.
• Enter SES/GRNs for Admin Unit and on behalf of other units.
• Advice appropriate action on Pending PRs and give alerts to relevant staff for recognition of expenses in the same period of expense.
• Receive telephone calls and office visitors and route them to appropriate person where necessary.
• Initiate and forward all payment requests in ITS (Inventory Tracking System) and follow up on timely payment.
• Act as Focal point for HR for Support Services Unit and initiate and compile Support Services Unit Leave Plan.
• Manage In and Out Registry of the Office

Accountancy
1. SAGA closure
- Complete and compile all the books of Ghotki Base and import it to SAGA.
- Ensure the code (third party, project code, financial code and supplier code) is correctly allocated.
- Cross check the Bank reconciliation made the base Finance assistant
- Verify all the financial lines entered in SAGA are allocated well.
- Ensure that all ACF procurement procedures are respected as per KLV3.
- Match all the advances made within the month.
- To ensure that copies/Scans of all the rental contracts for ACF premises & vehicles are sent to Islamabad for their record & Audit purpose.

Financial management
1. Treasury forecast and quick fund Request
- Prepare biweekly treasury forecast with the collaboration of the Program manager, Logistic department by taking into consideration CCP and budget follow up file then submit it to the Deputy Financial Controller in Islamabad after final approval of Provincial Admin.
2. BFU and Financial contract
- Assist PM’s and Logistic department in giving correct code (Project code, financial contract code and financial line code) to their Purchase order request.
- Ensure that the planned expenses are within a good line with the financial contract.
3. Cash transfer activity
- Focal person from finance in cash transfer activity.
- To make sure the accurate amount is requested & it’s all spend within the time span planned for individual project activities.

HR Database Maintenance
- To ensure that all the data is entered into the HR Database on a monthly basis
- To ensure the salaries are paid correctly
- Ensure timely addition/deletion of employees & dependents in Health and Life insurance

Recruitment Support
- Collection of Recruitment Request Form, proper approvals and forwarding to capital for processing
- Assisting in shortlist, organizing Test/interview, job offers and contract follow up.
- Assisting Line Managers and supervisors on timely and effective Performance Appraisals

• Admin & Finance Assistant provides administrative and Finance and logistical assistance to the MCHIP project and works closely with colleagues in district office to ensure smooth project implementation.
• Ensure adherence to required financial controls; prevent over-expenditure of budgets.
• Ensure proper safeguards of funds, and ensure compliance with established donor, JHU and Jhpiego financial and accounting procedures.
• Maintain detailed financial reporting and reimbursement process in accordance within Jhpiego’s established financial system.
• Maintain all books / records pertaining to bank account.
• Timely prepare and examine accurately financial documents (e.g. invoices, vouchers, activity budgets etc.) and other documents for payment and processing and ensure the completeness, accuracy, and validity of financial data.
• Review, reconcile and monitor all accounts, including motor vehicle fuel purchases, and petty cash.
• Prepare monthly and as required project reimbursement/billing requests and accompanying financial reports for submission to Jhpiego Karachi office.
• Manage office’s financial and contractual files.
• Ensure that all project procurements are carried out in accordance with contractual agreements consulting Headquarters (Karachi Office).
• Liaise with vendors for district based procurements for the project.
• Provide logistical support in organizing trainings & workshop activities.
• Maintain the project files both in the form of hard copies as well as electronic copies.
• Support field teams with administrative tasks and documentation.
• Assist in contributing to the reporting requirements of the project.
• Make travel & lodging arrangements for Jhpiego staff & for local and international consultants.
• Work with project technical staff to obtain and enter information for activity reporting in the required Quarterly Reports and yearly report templates.
• Maintain an inventory of project equipment and supplies.

• Prepare Budget and Review and Analyze with Actual Expenses
• Prepare Monthly Financial Reports, Trial Balance etc.
• Bank Reconciliation
• Proper Utilization of funds from different accounts according to the policies and requirements of the organization.
• Preparation of Accounts Payable, Invoices and Purchase Orders
• Prepare General Ledgers and Cash Books
• Petty Cash and Salary Process
• Process Cheques and Keep record of all Transactions.
• Processing of monthly income tax and EOBI on salaries.
• Drafting of letters and maintaining correspondence both internally and externally
• Arrange meetings, schedules and matters with various government offices, partners and workshops including meals.
• Make the necessary travel arrangements for the team members
• Procurement of all items