The Operations Manager is a member of the leadership team of DFCA. At this senior level in the organization, the Operations Manager oversees the organization’s daily operations and administration, Logistics, Finance, HR, and is responsible for planning, implementing, managing, and controlling all operations-related activities of the organization. The duties of the Operations Manager include compiling and reviewing financial reports, supervising  project management strategies, optimizing the organization’s operational capabilities, and establishing policies that promote the organization’s culture and vision. This includes direct responsibility for finance planning, forecasting, budget allocations, creating and managing incomes, and supervision of the Operations Team with finance-accounting staff, HR-admin staff, and Fundraising staff. Besides, the Operations Manager will be responsible for building and promoting an effective administrative infrastructure that serves all CDFCA’s programs and staff, and making sure that all fiscal and operational functions support the effectiveness, growth, and sustainability of DFCA.

Operations Management (35%):



Uphold organization policies and standards, ensuring legislative regulations are followed;
Supervise operations officer(s) (Admin-HR); work with them on work plans and ensure they deliver the tasks and meet KPIs;
Work closely with directors and operations officer(s) to lead team with integrity and establish and maintain a trusting, inclusive, and productive environment;
Take all necessary measures to motivate staff and build strong team spirit at all levels;
Supervise and support staff to improve quality and efficiency of administrative matters;
Develop and maintain good relationships with all partners and potential donors in the area of operations.
 

2. Finance Management (30%):

The Operations Manager will supervise the accounting team to:

Ensure annual budget serves as a guide for all financial activities during the year and achieving financial sustainability;
Oversee audit and tax functions, coordinate activities with outside audit/accounting firms and review firms’ performance;
Update and implement all necessary financial policies and accounting practices; periodically update the organization’s accounting manual;
Remain up-to-date on best practices in nonprofit finance, and internal control measures and relating Governmental regulations;
Supervise the coordination between Fundraising and Finance Accounting Staff to make sure the funding being transferred, recorded, spent and reported accurately and in a professional manner;
Consult Fundraising staff to maximize the effectiveness of all the investments for fundraising activities;
Build relationships with banks, donors, vendors, outside consultants, and others as needed to keep close to CHANGE’s major expenditures and sources of revenue.

     

Logistics Management (20%):

 
The operation manager will supervise the logistics team to:


Oversee all the logistics functions
Fleet Management
Procurements
Stock-Inventory
Monthly technical reports of logistics
Assists Management Focal Point



4. Government Relations (15%):
The Operations Manager will be in charge of communication with Governmental Departments, to ensure the organization’s governance and finance system complies with Governmental regulations on local NPOs:

n coordination with the National Finance Officer and the RMO, assist and monitor all the administrative activities in the field office
1. Prepare monthly petty cash report, cash certificate and submit to head office along with supporting documents for replenishment of funds.
2. Prepare and submit requests for advances to head office and responsible for submission of liquidations for office and grants expenses.
3. Prepare vouchers for financial transactions office and other program related Payments, ensuring all supporting documents and approvals are obtained.
4. Verify invoices and ascertain that the goods and/or services were duly received before requesting for payment.
5. Verify all grants payments in terms of budget, contracts, PO and PR before sending to head office for processing.
6. Advise on travel authorizations and allowances for staff members leaving on duty travel. Ensure security clearance is requested and received, when applicable.
7. Maintain attendance and leave records and control. Share attendance records on monthly basis with the Head Office in Islamabad
8. In coordination with HR Head office, conduct induction/orientation session with newly recruited staff
9. Organize and/or tracking the local procurements of goods and Services made in the field . Coordinate local procurements with the program unit and procurement unit in Head office
10. Assist with the advertisement Tender Notice and float RFP/RFQ to qualified vendors/contractors and distribution of bid documents locally. Assist with Bid opening process as required
11. Maintain/update inventory of assets and control stock of consumables.
12. Conduct market survey, and vendor evaluations. Create and maintain a database of reliable vendors.
13. Check vehicle logbook on daily basis in the field.
14. Check on the vehicles condition on daily basis and coordinate with logistics in head office in case of any repair/Maintenance.
15. Maintain the stationary record and fulfilling the request of staff regarding stationary demand.

Responsible of All SHRUC’s 13 Dispensaries and Model EPI in KP Admin & Finance officer is the overall responsible all Admin & Finance related Activities of SHRUC’s & Model EPI Center-KP
 

Financial Administration (Responsible of All SHRUC’s 13 Dispensaries & Model EPI Center-KP)

·         Responsible for financial record keeping and administration — Ensure that all finances are
·         Properly administered and monitored.
·         Prepare monthly financial reports and submit it to Finance Manager
·         Verification of bills from TFPs in consultation with Office Manager
·          Preparation of vouchers and submit to Manager Finance  
·         Maintain payable records
·         Monthly funds request to HO (RIZ Consulting) •
·         Prepare monthly variance reports and cash reconciliation statement
·         Responsible for maintaining petty cash records, and maintaining reconciliations  
·         Maintain bank records and deal with the bank in all financial matters  
·         Undertake any other task / duties assigned by Manager Finance  
·         Timely & accurately Submission and disbursement of Taxes.
·         Timely and efficiently, perform all procurement and ensure procurement process in accordance to organizational policy and compliance.
2. General Administration •
·         Oversee operational, administrative matters & systems
·          Perform general administrative duties; postage, responding to emails, ordering stationery, maintenance of equipment, etc. as required
·         Maintenance of premises, furniture, equipment, and vehicles.
·         Ensure office cleanness.
·         Check all the telephone lines.  
·         Connect calls.  
·         Update admin related files.
·          Maintain record of incoming mails / faxes and deliver it to concern person.
·         Maintain record of courier receipts.
·         Delivery of letters and documents to clients, suppliers, and banks.
·          Payment of bills.
·         Collect documents, receipts and other items from clients, suppliers and banks.  
·         Undertake any other duties within the role as required
·         Overall record keeping/maintaining/Tagging & physical verification/checking of Inventory and submission of reports on monthly basis.
·         Preparation/Maintaining of Stock Registers and Generator fuel on daily basis

Keep records of all Payments
Invoices, complete dossier and by putting all required Financial Data on it before releasing payments.
Invoices, complete dossier and by putting all required Financial Data on it before releasing payment.
Keep record of the daily transactions in Excel, and allocate the expenses to the correct accounting code, project code, contract and financial line, or third party code following the procedures.
Conduct Due diligence process of perspective partner and share findings with respective team.
Liaises with Partners staff (Finance, Grant and Audit).
Act as a Focal person for project compliance team and assist in partners meeting, reviews and coordination with implementing partners
 To ensure the smooth logistical running of the base under the supervision of the Logistics Manager / Chief of Party.
To ensure the facilities are up to Action Against Hunger standards, Office, Ware house, Guest House, Parking Lot.
To ensure that all the electricity work in properly with support of back up generator.
To identify the supplier for the proper base running thatâ₉„¢s includes, Plumber, electrician and carpenter and other related to the office maintenance.
Contract Management of all the lease facilities
 Respect Action Against Hunger physical equipment management requirements (organisation, cleaning, ventilation, protection from external elements, etc.).
 File all userâ₉„¢s manuals, equipment cards, and maintenance and repair records.
Be accountable at all times for all items in the office and compound that are under his/her responsibility.
To regulate the use of vehicles.
Supervising and planning vehicle allocation in order to optimally serve the needs of the program with support of fleet assistant.
Monitoring the fuel consumption of Action Against Hunger vehicles and the skills of the drivers.
ARF & JDs (Signed with date)
Long listing
Test/Interview (Scheduling) Ã‚ 
Interview assessment + Comparative sheet
Reference check
Marinating personal files of new staff  according to check list
Fill the gaps identify by HR intern in existing files
Audit of personnel file at  Base offices
Responsible to maintain Backup files

Recruitmen
ARF & JDs (Signed with date)
 Long listing
 Test/Interview (Scheduling)  
 Interview assessment + Comparative sheet
 Reference check
Staff on boarding:
Scheduling induction for new joiner  2 day before(Prior to joining)
Email to IT and log  for Laptop ,E mail id configuration and work station
New joiner complete documentation, experience, and educational documentation verification.
Monthly Report
Maintaining Leaver & Joiner reports of all mission and share with Sr. HR Manager on every 5 date of the month.
Recruitment tracker on smart sheet.
Personal files:
Marinating personal files of new staff  according to check list
 Fill the gaps identify by HR intern in existing files
 Audit of personnel file at  Base offices
Responsible to maintain Backup files
Warehouse:
 Email to warehouse focal person regrading HR space and Data
Supporting HR intern to sort out HR data in ware house
Support HR intern to Prepare HR database for HR warehouse record 
Tracker:
Time sheet e mail to all staff (25 date of every month)
Ten mints conversation e-mail to all staff on every 25 date of the month and  follow up.
Hard files & Leaves keeping
 Health Insurance
Staff medical claim collecting & sending to Medical Company 
After receiving of medical cheuque disbursing among staff
Payroll:
Processing Monthly Payroll
Processing Staff final settlements

Responsible for  procurement  as per Procurement procedure mention in  the kit log, alien with the Project procurement plan
Manage Link and do validations in compliance with PPP as per thresholds.
Maintain procurement internal control tools; PFU, SFU & Supplier list.
Preparation of Request for Quotations, Request for proposal and darting of tender pack and floating to the suppliers/ service provider as per market.
Manage the timely delivery of supplies from starting point of supply chain to the requester / Warehouse.
Manage and control all framework agreements, Supply & Service Contracts and Property Contracts and extension
All the Purchase documents and frame work contract should be available in a very organized way in log office for any audit and review by management.
Participation in Coordination meetings and share logistical updates & inputs
Fleet/Ticket and Hotel aramgement for Filed Emergency team
Support Filed Logistic team

• Perform independent reviews of other departments in a confidential and systematic manner;
• Produce comprehensive reports in reviews, and work with departments on rectification of issues;
• Support the work of the risk management TF;
• Work with MEAL for across the board compliance checks;
• Perform fraud checks;
• Support facilitation of HQ ARC team reviews and process in country;
• Participate in investigations as directed by CD;
• Perform other reviews of control as directed by Senior Compliance Co.
• Conduct Due diligence process of perspective partner and share findings with respective team.
• Liaises with Partners staff (Finance, Grant and Audit).
• Act as a Focal person for project compliance team and assist in partners meeting, reviews and coordination with implementing partners.
• Monitor and facilitate compliance of all departments against donor requirements;
• Support review of contracts, amendments and other documents for donors;
• Support comprehensive trainings for all staff on donor rules and regulations of common donors;
• Provide timely help desk support related to donor and partnership contract compliance for colleagues;
• Participate in pre-audits of high risk procurements;
• Regularly review our compliance against the donor and rectify issues immediately;
• Support review of donor reporting to ensure compliance prior to submission;
• Perform terrorism and other regulatory checks on behalf of the mission as required;
• Support review of regulatory compliance alongside donor compliance
• Support in developing the capacity building plan based on due diligence results.
• Capacity building of partners. Support team in ensuring the compliances are in line with the save the children polices and applicable laws that govern.
• Feed into departmental strategy in line with mission strategy;
• As required work in a team within the department and across other departments;
• Engage in mentoring and performance management as req

Task & Responsibilities
• Keep records of all Payments
• Invoices, complete dossier and by putting all required Financial Data on it before releasing payments.
• Invoices, complete dossier and by putting all required Financial Data on it before releasing payment.
• Keep record of the daily transactions in Excel, and allocate the expenses to the correct accounting code, project code, contract and financial line, or third party code following the procedures.
• Conduct Due diligence process of perspective partner and share findings with respective team.
• Liaises with Partners staff (Finance, Grant and Audit).
• Act as a Focal person for project compliance team and assist in partners meeting, reviews and coordination with implementing partners.
• Support in developing the capacity building plan based on due diligence results.
• Capacity building of partners. Support team in ensuring the compliances are in line with the save the children polices and applicable laws that govern.
• Ensuring the procurement is in line with the applicable polices and achieving the best value for money.
• Support at the time of internal and external audits.
• Ensure the necessary documents are attached and easily retrievable during audits.
• Coordinate with team on proper archiving of documents. Support in ensuring the strict implementation and adherence of the policies with the purpose to assure compliance and risk mitigation and guarantees that all policies and procedures are in place.
• Liaise externally to enable achievement of objectives as directed by Senior compliance Manager
• Support at the time of internal and external audits.
• Ensure the necessary documents are attached and easily retrievable during audits.
• Coordinate with team on proper archiving of documents. Support in ensuring the strict implementation and adherence of the policies with the purpose to assure compliance and risk mitigation and guarantees that all policies and procedures are in place

Task & Responsibilities
• Handling of Base Accountancy Books (Cash & Bank)
 Make sure the quality of Financial Documentation to be achieved, by checking invoices, complete dossier and by putting all required Financial Data on it before releasing payment.
 Keep record of the daily transactions in Excel, and allocate the expenses to the correct accounting code, project code, contract and financial line, or third party code following the procedures.
 Ensure all the description match with SAGA standard description document.
 Ensure all HR and logistic costs are allocated as per Cost Coverage Plan
 Monitoring all the cheque distribution that related to the cash grant activities.
 Make monthly reconciliation.
• Advances & others with the approved list from Head OF Base, responsible for giving Staff Salary Advances on the 15th of the month, for those that paid through cheque or bank transfer and ensuring they are refunded at the time of Salary Payment
• Responsible for error-free SAGA closure.
• After the approval of Base Manager, send the closure to the Capital Finance Officer in Islamabad.
• Cross check the Bank reconciliation & ensure the presence of originals invoices charged in Accountancy.
Ensure that cash count & Bank reconciliation is done & scan copies are sent to capital together with accountancy by 3rd day of each the month
Treasury forecast and quick fund Request
• Prepare monthly & revised 2nd half treasury forecasts with the collaboration of the Program managers, Logistic department and Head of Base by taking into consideration CCP and budget follow up file, then submit it to the Deputy Financial Controller in Islamabad after final approval of Base Manager.
BFU and Financial contract.
• Saga monthly accounting 03rd of the following month
• Physical Cash book Last day of every month
• Bank Reconciliation 03rd of the following month
• Hard Files Checking 10th of the followi

• Maintain cash book and/or bank book for Islamabad office
• Perform payment as per ACF policies, procedure & format
• Check documentation is complete before doing any payment
• Respect the cash management policy (payment threshold, validation etc)
• Prepare cash counts, bank reconciliations & other documents for monthly closure
• Coding & stamping hard files after monthly closure
• Receive & check monthly accountancy soft copy and hard documentation from filed bases
• Verify the soft copy of the accountancy with the hard documentation
• Identify any inappropriate expenditure and report it immediately to finance officer
• Check the cash and bank reconciliation of the bases, verify with saga if any discrepancies found and report to finance officer
• Check all open advances; ensure all the advances match during the month. If it not match then it should be justified
• Ensure all the entries are allocated to the correct financial line, project code & accounting code
• Ensure all the description match with the saga standard description document
• Ensure all HR and logistic costs are allocated as per Cost Coverage Plan
• Follow up pending issues with the field bases

• Treasury Forecast
• Receive treasury forecast from field bases, consolidate it and check it with available amount in each financial line, ensure the budget is respected. If any deviation occurs discuss it with finance officer

• Archiving & Audit support:
• Support the admin operator in their work especially during heavy work load
• Ensure accountancy is well archived and hard documents are on due time, participate to scanning and filling if requested by the finance officer
• Provide support during pre-audit and external/internal audit (checking vouchers, providing documentation and information to the auditors, etc)
• Report any issue raised by the auditors to the finance officer and the finance manager in charge of the audit

• Legal Issues:
• Verification of EOBI & Taxes for base

• Handling of archiving team
• Keep record of all data and if there is any missing data reported to Supervisor
• Authenticate and appraise historical documents and archival materials.
• Create and maintain accessible, retrievable computer archives and databases.
• Direct activities of workers who assist in arranging, cataloguing, exhibiting and maintaining collections of valuable materials.
• Locate new materials and direct their acquisition and display.
• Organize archival records and develop classification systems to facilitate access to archival materials.
• Prepare archival records, such as document descriptions, to allow easy access to information.
• Preserve records, documents, and objects, copying records to film, videotape, audiotape, disk, or computer formats as necessary.
• Research and record the origins and historical significance of archival materials.

• Select and edit documents for publication and display, applying knowledge of subject, literary expression, and presentation techniques.
•
• Enter the based on the Cost Coverage Plan (CCP)
• Keep record of the daily transactions in Excel, and allocate the expenses to the correct accounting code, project code, contract and financial line, or third party code following the procedures.
• Monitoring all the cheque distribution which related to the FSL activities. Make monthly reconciliation and Advances & others

• Handling of Base Accountancy Books (Cash & Bank)
• Make sure the quality of Financial Documentation to be achieved, by checking invoices, complete dossier and by putting all required Financial Data on it before releasing payment.
• Enter the based on the Cost Coverage Plan (CCP)
• Keep record of the daily transactions in Excel, and allocate the expenses to the correct accounting code, project code, contract and financial line, or third party code following the procedures.
• Monitoring all the cheque distribution which related to the FSL activities. Make monthly reconciliation and Advances & others
• With the approved list from Head OF Base, responsible for giving Staff Salary Advances on the 15th of the month, for those that paid through cheque or bank transfer and ensuring they are refunded at the time of Salary Payment
• Responsible for maintaining accounting files in a well organized manner in Timergara fin office link with the filing related to his work.
• To distribute the phone card to the staff based on the approved list from Provincial Admin
• Complete and compile all the books of Base and import it to SAGA, then complete SAGA checking, in terms of third party, project code, financial code and supplier code.
• Ensure the code (third party, project code, financial code and supplier code) is correctly allocated.
• After the approval of Head of Base send the closure to the Capital Finance Assistant in Islamabad.
• Cross check the Bank reconciliation & ensure the presence of originals invoices charged in Accountancy.
• Ensure that good cash count & bank reconciliation is done & scan copies are sent to capital together with accountancy on the 3rd of the month.

Financial Management

• Treasury forecast and quick fund Request
• Prepare monthly & revised 2nd half treasury forecasts with the collaboration of the Program managers, Logistic department and Field Coordinator by taking into consideration CCP and budget follow up file, then submit it to

• Assured that all advances made within the month were justified before the final monthly cash count; check and ensured the quality of invoices, and reported any missing invoices to the Administrator Base in his accountancy
• Daily basis, kept the books to register all the invoices received in the Excel book and fulfilled the accounting code, the contract code, the project code, the financial line and the third party cells
• Coded the invoices according to Excel files/Saga
• Ensured that base books soft copy were ready for closing on the last working day of every month and the hard copy by 2nd of the next month; ensured that the cash counts and bank reconciliation was ready on the last working day of every month
• Ensured the corresponding between the physical cash box and the Excel/Saga cash book on daily basis; Maintained all accounting documents (originals for the current month and photocopies for past months) & copies of Rental contracts: cars, truck, warehouse, guesthouse, office.
• Ensured that all the finance files were ready to be sent to country office on 4th of every month
• Ensured that every contracted staff working for ACF has provided the appropriate documents (ID card, CV, signed contract, signed job description, contact information etc.) and to file originals of all documents in Peshawar.
• Ensured all files were constantly updated and translation of all documents related to human resources