Donors: WHH, Concern Worldwide, UNICEF, British Council, JTF
Procurement Responsibilities:
-  To provide a close supervision and support during preparation of BOQs, RFQs, Comparison Sheets, Purchase Orders, Vendor Agreements and any supporting document for finalize the procurement cases.
-  To provide support to the related queries by reviewing the processes in accordance with LPP procurement policy and further capacitating relevant staff for quality procurements in consultation with DOM.
- Review and submission pay vendor payments into finance for timely clearance. 
-  To monitor and to record day to day purchases and providing all necessary documents to finance and to keep the record up to date.
-  To contribute and playing a role for effective procurement of goods and services from existing and new vendors.
-  To support project activities through advance planning and timely procurement as per shared requirements from concerned staff.
-  Leading on the negotiation with vendors on terms and conditions of PO, and development of tenders and Long-Term Agreements in priority categories.
-  To develop and maintain networks with external vendors and suppliers for effective and timely response during emergencies and need.
-  Processing of vendors invoices and final settlements with complete supporting documents.
-  Identify and recommend potential suppliers against required supplies/services, and prepare a documents to support the procurement cycle by ensuring SOP’s and compliance policies.
-  Executing and maintaining Pre-Qualified vendors to meet the organizational requirements.
-  Supervise procurement compliance and provide regular input on devising efficient departmental policies.
-  To analyze, review, and observe the priority of purchasing requests, and provide support to requisitioners.
-  To ensure appropriate filing system, and documentation at each level of procurement.
-  Managing and delivering Procurement activities for organization to maximize value for money and cost effectiveness with ensuring the quality.
-  Update/change databases as required; in case of donation to partners, Sale of assets, change in physical location, change in Project code, disposal etc. and further ensure the physical existence of the items.
-  To maintain and prepare an accurate record of activities in line with compliance standards to increase ease of response to basic audit queries.
-  Complete the required documentation (Delivery Note, Goods Receiving Note) of purchased inventory and further update the line manager regarding the verification and quality of the material received (as per given sample) and check/verify the payment invoices received from the vendor & report that they are as per received material.
-  Forecast consumption trends based on project activities and ensure in time availability of required resources for program team.
-  Contacted suppliers to resolve the issues related to shipment and billing discrepancies to ensure timely and accurate resolution of problems.
-  To prepare and manage a database of vendors against the required multiple categories, to maximize the available resources/suppliers for timely procurement.
-  Maintain relationships with internal counterparts, to support the alignment of procurement activities.
-  Monitor availability of supplies (spare parts, stationary etc.) and arrange for replenishment well in time.
-  Procurement and purchasing’s against the supply requisitions; assigning and monitoring clerical functions.

Projects: WASH CLTS, School WASH, WASH-ASWA II, Education.
Donor: DFID, Water Aid, UNICEF, MAP, Plan International
Financial Responsibilities including Control & Reporting;

To ensure that all financial records & accounts are compiled timely, accurately and in line with internal financial policy & donor regulations i.e code allocation, required supporting documents and relevant approvals.
Responsible for review of financial reports and data before submission into CO or donor office.
Responsible to financial design of any particular activity according to available/approved budget to get the maximum cost effective and positive outcomes in coordination with line manager.
Preparation of donor budget consumption/liquidation report for management & donor.
To ensure that the financial operations comply with legal & legal requirements i.e., audit & financial reporting to all relevant national authorities.
Support budget holders on timely, accurate and complete budget preparation and spending according to the requirement of project.
To ensure all balance sheet items are reconciled on a timely basis.
To coordinate internal or external financial audits including donor requested audits and donor spot checks together with finance team members. Also participate in responding to internal and external audit queries.
To facilitate the internal, external & donor audits.
Responsible for organizational budgeting and cash flow for organizational operations.
Liaison with project donors on all aspects of financial management of the projects implemented by organization.
Deduction and timely submission of income tax and WHT matters of employees as well as suppliers in FBR.
Processing of vendors invoices and updating all transactions, final settlements and invoicing status in Microsoft Excel.
Responsible for accurate record keeping both in soft and hard form.
Preparation and submission of activities budget, monthly cash projection and fund requests according to approved/available budget.
Responsible for submission of monthly expenses/bills and financial sheets to head office Islamabad as per procedure in coordination with finance department.
Reporting to donors according to rules regulations and reporting methodologies designed by them.
Processing of vendors invoices and updating all transactions, final settlements and invoicing status.
Focal person to deal with banks at district level.
Maintenance of book of accounts i.e. BPV, CPV, BRV, CRV, and JV.
Preparation of Cash book, Daily cash closing sheet, Bank reconciliation statements, Bank payments & cash payments vouchers by using computerized and manual systems.
Preparation of payroll for employees working in Field Office. (Including salaries, deductions and salary taxes).
Responsible for effective controls over cash and bank and constantly monitor these to minimize the risk of fraud or misappropriation.
Chairperson of procurement committee & responsible to ensure all procurement should be done as per Muslim Aid Procurement policy and within the time frame according to requirement of program team.      

Administrative Responsibilities;
§  Responsible for local procurement in respect of company’s procedure and policy.
§  Responsible for the preparation of RFQ’s, BOQ’s, Tenders, Comparison statements and PO’s.

Coordinating new contracts, amendments to existing ones between vendor and organization.
Responsible for verification of fixed asset register and project inventory maintained by admin assistants in Project Office as per MAP policies and Procedures.
To ensure and implement the smooth and quality procurement procedure as per set SOP’s.
To identify local vendors for regular and minor operational procurement.
To ensure appropriate filing system, and documentation at each level.
To manage and oversee procurement procedures, develop relationships with vendors to negotiate and secure discounts.
To develop and manage relationships with vendors, banks and service providers to ensure quick processing of official requests.
Support team for their activity-based requirements and issuance of stock.
Responsible for the purchasing of office supplies, furniture, IT equipment’s etc.
Responsible for the events management, travel arrangements and hotel accommodation as per requirement.
To manage the fleet and keep tracking and record of vehicles through vehicle log book, fueling slips and vehicle management sheet.
To maintain record of employee’s attendance, leaves and overtime.
Responsible for overall administration and logistics related arrangement for the effective implementation of project activities in District.
Supervise the project team in procurement of goods and services for the Project implementation and support Admin and Procurement Department Field office Islamabad.
Control correspondences, review and address supply requisitions generated by project staffs in coordination with Procurement Officer at Islamabad Office.

Financial Responsibilities;
§  Preparation and submission of activities budget, monthly cash projection and issuance of fund requests according to approved/available budget by donor.
§  Preparation and submission of monthly financial reports to head office.
§  Financial reporting to donors according to rules regulations and reporting methodologies designed by them.
§  Petty cash management and maintaining all records relating to usage of petty cash as per Muslim Aid cash handling protocols.
§  Processing of vendors invoices and updating all transactions, final settlements and invoicing status.
§  Preparation of bank transfer letter and focal person to deal with banks at district level for all bank related matters.
§  Maintenance of book of accounts i.e. BPV, CPV, BRV, CRV, and JV.
§  To coordinate during the internal and external financial audit.
§  To ensure appropriate filing system, documentation and record keeping for financial transactions.
§  Manage and monitor cash flow of funds for the smooth and productive implementation of field activities.
§  Preparation and submission of activities budget, monthly cash projection and fund requests according to approved/available budget.
§  Responsible for submission of monthly expenses/bills and financial sheets to head office Islamabad as per procedure in coordination with finance department.
§  Responsible for the preparation of vendor payments.
§  Deduction and timely submission of income tax and WHT matters of employees as well as suppliers in FBR.
§  Preparation of payroll for employees working in Field Office. (Including salaries, overtime, salary tax.
§  Preparation of Cash book, Daily cash closing sheet, Bank reconciliation statements, Bank payments & cash payments vouchers by using computerized and manual systems.

Responsibilities;
 
§  Responsible to oversee overall financial management, planning, systems and controls.

Preparation of all types of vouchers includes BPV, CPV, BRV, CRV, and JV.

§  Responsible to ensure that the necessary administrative and legal formalities are completed.

Ensure that all finances are properly administered, documented, monitored & recorded.

§  Organize team meetings, trainings, hotel reservations for incoming personnel, circulate agendas and take and circulate minutes.

Prepare monthly reconciliations for all balance sheet accounts.

§  Responsible for local procurement in respect of company’s procedure and policy.
§  Responsible for making of PO, Bids and Contracts.
§  Maintaining monthly vehicle, inventory and stock report
§  Responsible for managing all logistics and procurement related issues for head office Islamabad.
§  Voucher examining and follow up & coordination for the payments from finance department.
§  Maintain record of inventory and fixed assets of all Project assets/equipment.
§  Maintenance of Memorandum record of (Engineering Services) Contracts as Well as Purchase Orders (POs) & Purchase Requisitions (PRs).
§  Responsible for preparation of internal expenditure claims (reimbursements) and external payments (cheques) after proper verification of invoices and supporting documents along with the charging heads.
§  Responsible for all Travel Arrangements (Air & Road, National & International), Hotel Arrangements for Staff Field Trips, Meetings, Training Sessions, Conferences etc.

Job Responsibilities:
-  Forwarding the third-party payments to Head office after ensuring all the required supporting documents are attached.
-  Responsible for making shipment arrangements for inbound and outbound. Negotiate prices with transport companies to ensure availing the best market rate.
-  Arrange warehouse, catalogue the procured goods and available goods in stock.
-  Following and enforcing the company's procurement policies and procedures.
-  Managing inventories and maintaining accurate purchase and pricing records.
-  Preparations of petty cash expense forecast reports to ensure sufficient funds are available to meet the expenses.
-  Responsible for administrative tasks of the office related to day to day tasks, repairing and maintenance and cleanliness.
-  Responsible for all Travel Arrangements (Air & Road, National & International), Hotel Arrangements for Staff Field Trips, Meetings, Training Sessions, Conferences etc.
-  Maintaining monthly vehicle, inventory and stock report.
-  Fleet management (Handling and arrangement of fueling, maintenance of company vehicles and record keeping through fuel slips and log books).
-  To manage the fleet and keep tracking and record of vehicles through vehicle log book, fueling slips and vehicle management sheet.
-  Responsible for overall administration and logistics related arrangement for the effective implementation of project activities.
-  Preparations of expense forecast reports to ensure sufficient funds are available to meet the expenses.
-  Maintaining attendance record of the staff
-  Responsible for administrative tasks of the field office.