Admin / Finance Officer

Purpose:

The purpose of this position is to oversee and manage administrative, financial, procurement, and HR operations ensuring organizational efficiency and compliance.

Major Responsibilities:

General Management:

• After the month-end closing, the AFO will make sure that all logbooks are properly maintained and duly signed by the AFO.
• Without consent, nothing will be transferred; assets will be moved in accordance with administrative policies and procedures.
• For asset damage, repair, or burnout, AFO will follow the insurance policy and notify the administrative headquarters on time.
• Assist with any task relating to valuation or audit.
• Assist in Disposing of Assets/Inventory as per RIZ admin policy.
• The AFO is in- charge of giving us a thorough account of our assets and inventory, and it is primarily his/her duty to obtain the most recent sheets from the security and IT departments and update records accordingly.
• Oversee operational, and administrative matters & systems (Maintenance of premises, furniture, equipment &, etc.).
• Overall record keeping/maintaining/ Tagging & physical verification/ checking of inventory and submission of reports on a monthly basis.
• Perform general administrative duties; postage, responding to emails, medicines & supplies management, ordering stationery, maintenance of equipment, etc. as required.
• Task out office boys, janitors, and maintenance team on the ground to maintain cleanliness & proper maintenance of site.
• Update admin-related files, maintain a record of incoming mail/ faxes and deliver it to the concerned person & Maintain a record of courier receipts. Including delivery of letters and documents, and receipts to & from clients, and suppliers.
• Responsible for maintaining petty cash records and maintaining reconciliations.
• To report directly to the supervisor/ focal person Facility management for all operation-related matters.
• To collect Data from the facility, and LHCs and share with the team(s) including TFPs & HQ.
• To coordinate with the on-ground team, project leads (TFP/ Provincial Manager (PCES) & Focal person HQ on all matters.
• Will provide support to the TFP office regarding developing budget documents for activities in EDs or for staff of EDs.
• Oversee operational, and administrative matters & systems (Maintenance of premises, furniture, equipment &, etc.).
• Overall record keeping/maintaining/Tagging & physical verification/ checking of inventory and submission of reports on a monthly basis.
• Perform general administrative duties; postage, responding to emails, medicines & supplies management, ordering stationery, maintenance of equipment, etc. as required.
• Task out office boys, janitors, and maintenance team on the ground to maintain cleanliness & proper maintenance of the site.
• Update admin & finance-related files, maintain a record of staff attendance & incoming mails/faxes and deliver it to the concerned person & Maintain a record of courier receipts. Including delivery of letters and documents, and receipts to & from clients, and suppliers.

Procurement:

• Timely and efficiently perform all procurement and ensure procurement process in accordance to the organizational policy and compliance.
• The AFO will keep a record of all procurement-related documents, such as agreements, SLA reports, and so on, on a regular basis.
• The AFO should keep the HO procurement department informed of all the procurement-related issues/ processes.
• In accordance with RIZ Procurement policy, an AFO is responsible for purchasing goods and services for the Office and other projects. In the event of an emergency procurement, AFO will consult with relevant leads, finance for budget availability, and HO procurement department while keeping OFM notified.
• Whenever required, AFO will assist the RIZ HO team with procurement processes.

Finance:

Financial Management and Reporting:        

• Prepare and analyze financial statements and ensure all finances are properly administered and monitored.
• Maintain and organize all financial vouchers, ensuring they are accurately prepared, verified, and filed.
• Ensure PR/ POs are verified before payment.
• Prepare monthly, quarterly, and annual financial reports for timely submission to the line manager.
• Monitor and report on financial performance against budgets and forecasts.
• Maintained payable records and ensured timely submission of monthly funds requests to Head Office.
• Oversee and manage petty cash, along with checkbook management, and transactions ensuring accurate record-keeping, compliance with financial policies, and timely reconciliation.

Budgeting and Forecasting:

• Assist in the preparation of the annual budget and periodic forecasts. Monitor budget implementation and expenditures to ensure they are within approved limits.
• Prepare monthly variance statements, provide variance analysis, and explain any discrepancies between actuals and budgets.

Accounting and Compliance:

• Oversee day-to-day accounting operations, including accounts payable, accounts receivable, and general ledger functions.
• Ensure compliance with all relevant accounting standards, tax regulations, and internal financial policies.
• Ensure timely and accurate submission and disbursement of taxes.
• Coordinate and support external and internal audits.

Internal Controls and Risk Management: 

• Implement and maintain effective internal control systems to safeguard the organization's assets. Identify financial risks and develop mitigation strategies. Ensure proper documentation and filing of all financial transactions for record-keeping and compliance.

General Management:

• Verification of bills from consultants in consultation with the line manager.
• Preparation of vouchers and submission to line manager for verification and signing.
• Adhere fully to the organization’s financial policies and procedures with no deviation.
• Maintain bank records and deal with the bank in all financial matters.
• Undertake any other task/duties assigned by the line manager and Head Office Finance Department.
• Manage cash flow and ensure adequate liquidity for operational needs.
• Maintain and enhance financial systems to ensure efficiency and accuracy.
• Identify opportunities for process improvements and implement best practices.

Support in HR Management:

• Share monthly attendance records to the HR HQ.
• Provide monthly sheet of changes for salaries processing.
• Provide support in routine HR operations.
• Extend support to the local recruitment and onboarding.
• Verify the documentation and process OPD & IPD claims whenever received from the staff.
• Any other task/ support required by the HR Department.