The Administration & Finance Officer;
•      Ensures effective implementation of the administration, financial management, procurement, procedures in accordance with GIZ Processes & Rules (P&R) as well as specific standards procedures defined by GIZ Pakistan or the program
•      Coordinates with the admin and finance/procurement/logistic team
•      Supports Senior Officer Admin & Finance with preparation of financial documents and reports
•      Collaborates effectively with the technical team members for event preparation and management (e.g. trainings, workshops, seminars, etc.)
•      Checks vouchers, invoices, job requests
•      Formulates solution-oriented proposals related to contracts, procurements etc.
•      Implementation and dissemination of new policies, rules/regulations and guidelines, etc. relating to administrative and financial procedures

Overall responsibility of the position is to oversee the functioning of office and support program teams in successful implementation of the project and to lead as main point of contact for operations related matters;

Procurement management
Programme Support
Inventory management
Fleet management
General office administration
Security management
Liaison with government departments & different stakeholders

Main role of position is to ensure logistical support in terms of operational support is given to projects and at capital office and help mission is functioning smoothly. Coordinate field office and rotational visit to projects and ensure following main functions of department are offered as per organizations needs and process;
- Premises and Equipment Management
- Inventory Management
- Procurement Management
- Efficient implementation of procurement strategies
- Maintain vendor roasters/data base
- Contract Management i.e. long term agreements, lease agreements & FWA
- Fleet Management
- Administration & Staff Facility management
- Liaison & Support to Field Offices
- Implement cost reduction strategies in collaboration with management
- Event Management i.e. workshops, meetings, seminars etc.
- Liaison with government departments & different stakeholders

General
Keep close coordination with program teams to ensure adequate support
Conduct review of documentary and soft records in audit point of view covering each area of logistics
Conduct monthly review of KPIs report and all other logistic reports, identify variations and correct them before submitting them to country office
Preparation monthly logistics and KPIs report and share with country office logistic department
Prepare and monitor all lease agreements, Janitorial contract, FWAs and other relevant records and liaison with concerned entities
Timely renew vehicles token on annual basis. Fleet Management
Ensure vehicles repair and maintenance work conduct at required standard level. Fleet Management
Ensure management of hired vehicles fleet for field activities including verification of monthly billing etc Fleet Management
Review tenders and purchase award (PO) documentation with respect to quality, suitability, delivery and pricing. Procurement
Prepare financial and technical specifications for request for proposals, including terms and conditions and evaluation criteria in consultation with requesting department. Procurement
Fleet Management & Warehousing
Ensure that fleet operation is carried out in compliance with the fleet policy and SOPs pertaining to fleet management are followed
Manage third party hired vehicles contract and ensure timely payment to the vender on monthly
Make sure that activities involved in warehouse operations are fulfilling desired protocols and stocks are maintained according to warehouse layout
Assets Management & IT
Ensure all assets / GPEs are recorded in prescribed format of SCI and regularly update the register.
Ensure physical count of all assets / GPEs twice a year
Ensure assets proper repair and maintenance when needed
Ensure that appropriate IT support is available and IT policy is followed
Procurement
Initiate procurement process against approved purchase requests for supplies and services in accord

Job Responsibilities;
Job Summary
Provide overall administrative support to Program Unit Vehari to ensure smooth and timely operations in coordination with relative departments.
Administrative Support:
- Ensure timely R & M of office equipment & facilities
- Procure routine office and kitchen supplies as per needs
- Supervision of support staff
- Ensure timely PMS of support staff
- Arrangements for events/meetings and all the necessary items i.e. arrange for the venue, refreshment, stationary etc.
- Responsible cleanliness of the office and facilities
- Maintain and update agreement file and make new agreement when services are expired
- Timely Payment of Utility bills
- Maintain petty cash at PU level
- Ensure that leave record is updated and shared with Country Office and files are maintained
- Provide need based support to HR
- Share monthly expense report through SAP with Country Office
Procurement:
- procurement process against approved purchase requests for supplies and services in accordance with the policy on SAP and make sure timely delivery
- Ensure timely submission of payments Finance and payment to vendors
- Time to time visit markets and find new vendors to ensure competition
Vehicle Management:
- Ensure provision of vehicles for PU needs
- Ensure timely Repair and Maintenance of PU vehicles
- Ensure Log Books, Consumption reports and other documents are maintained properly
- Ensure that vendor is on board for rented vehicles and make new agreement when expired
- Share monthly reports through SAP with Country Office
Inventory management:
- Timely record, update and transfer any asset on SAP
- Issue of assets to staff and keep record
- Ensure that assets are properly tagged
- Timely R & M and safety of assets
Security:
- Ensure that security guards are in place and according to requirement
- Ensure security equipment i.e. CCTV cameras, fire extinguisher, alarm systems, etc. are in place
- Share reports with

Job Responsibilities;
Job Summary
Responsible for providing comprehensive administrative and fleet related support to staff deployed for overall activities at the district. This includes accommodation arrangements, establishing offices/warehouse premises, necessary installations & maintenance, utilities, food, staff travelling, reservations, and reporting as well. He will ensure appropriate support to all thematic areas assuring maximum results, accountability, and transparency.
General:
- Keep close coordination with program teams to ensure adequate support.
- Prepare all documentary and soft records as per audit point of view covering each area of logistics.
- Conduct monthly review of all reports, identify variations and correct them before submitting them to country office.
Admin:
- Arrange office/storage premises in implementation and development phases according to need.
- Make sure that documentation and other legalities pertaining to rented premises are completed and their renewals/notices are processed timely.
- Determine office spaces and inventories required for staff needs.
- Ensure the offices and working environment is clean and neat.
- Take care of office fixed assets repair and maintenance, also keeping close eye on office premises for any development required as per increase/decrease in number of staff.
- Ensure timely remittance of utility bills and maintenance of complete record.
- Keep close coordination with the local authorities, law enforcement agencies and maintain data base for all important contacts such as police rescue, fire brigade, civil defence, hospitals and WAPDA / telephone complaints offices to meet an emergency.
- Maintain log books for generators installed at all locations and generate monthly fuel consumption reports to analyse the efficiency of this machine.
- Ensure that vehicle operation is carried out in compliance with the fleet policy and SOPs pertaining to fleet management are followed.
- Make sure

Job Responsibilities (Logistics Officer);
Job Summary
- Preparation of procurement documents (request for quotations, tender dossiers, evaluation grids, evaluation reports, etc.), the launch of procurement procedures, the awarding of contracts.
- Update and record of the procurement register (contracts, purchase orders, payments, etc.), and the regular communication of these information to the administration and the project management.
- Procurement of any goods, consumables, equipment, services, etc., and the execution of any other tasks necessary for the general management of the base office.
- Time to time market amylases of the prices and trends.
- Arranging for the smooth supply of all the construction material to the sites.
- Preparation, update and record of contracts
- Preparation of Purchase Orders.
- Forecast budget for different activities.
- Preparation of Lease agreements & contracts.
- Implement administrative procedure, rules & regulations e.g. vehicles, equipment handling & maintenance.
- Transport and fleet management (R&M, vehicles record, FCR of vehicles).
- Keeping track of all the vehicles used into different projects, record of maintenance & logbooks.
- Arrange logistics for various events relevant to project activities (i.e. workshops, seminars, meetings etc.).
- Arrange for boarding/lodging of staff/ visitors.
- Supervising support staff including drivers, cleaners and security guards.
- Plan, arrange and supervise distributions.
- Maintain of the office inventory system.
- Main supplier database regularly.
- Management of Warehouse.
Job Responsibilities (Security Officer);
Job Summary
- Establish and maintain relations with local authorities for any issues related to CESVI conformity to the national law and rules related to non-objection certificates, registrations of the presence and movements of expat staff, implementation of activities, issue of information and periodical reports on CESVI and its activities in the

Job Responsibilities;
Job Summary
Provide facilitation to staff in operations matters; Finance, admin and human resources.
- Handle banking matters, completing accounts and book keeping and audit.
- Manage and maintain record of petty cash, utility bills and office operations/ maintenance and repair.
- Supervising support staff including drivers.
- Implement administrative procedures.
- Assist district management in operation & maintenance of vehicles and maintain vehicles record.
- Implement procurement procedure for furniture/ fixtures, supplies & equipment
- Arrange logistics for different events.
- Arrange for boarding/lodging of staff/ visitors to district office & maintain record.
- Maintaining the personnel system including leave record, time sheets. Help support staff in documentation.
- Maintaining the office inventory system.
- Prepare the monthly forecast and settlement.
- Prepare the vehicle expenses/reports sheet.
- Prepare/ compile the bank statement on monthly bases.
- Prepare/ maintain the personal staff information.