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Purpose
The Senior Admin & Finance Officer is responsible for overseeing and supporting administrative, financial, HR coordination, procurement support, logistics, and operational support functions across KP operations, including the Regional Office, field offices, and associated facilities.
The role serves as the primary focal point for Operations and HR-related coordination across KP and ensures compliance with organisational procedures, donor requirements, operational standards, and documentation requirements.
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Key Responsibilities
Regional Operations Oversight & Coordination
- Oversee and support administrative, financial, logistics, procurement support, and HR coordination functions across KP operations and field activities.
- Act as the primary focal point for Operations and HR-related coordination between Regional Office, field offices, facilities, and Head Office units.
- Ensure smooth implementation of operational systems, administrative processes, and support functions across all KP locations.
- Support operational planning and implementation in coordination with programme and support units.
Supervision & Field Support Management
- Directly supervise the Admin & Finance Officer, Admin & Finance Assistant – MPH Azakhel, Field Clerks, and other assigned support staff across KP operations.
- Monitor staff performance, workflow, documentation, and operational compliance.
- Provide guidance, follow-up, and support to field support staff on administrative, financial, logistics, procurement support, and HR-related matters.
- Ensure consistency and standardisation of operational practices across field locations.
Administration & Facility Management
- Oversee day-to-day administrative operations of the Regional Office and support functions across field locations and facilities.
- Monitor office management, facility maintenance, logistics arrangements, operational requirements, and support services.
- Ensure availability and proper management of office supplies, operational materials, and administrative support systems.
- Support implementation of administrative procedures, office systems, and operational controls.
Financial Coordination & Budget Tracking
- Coordinate with Finance Section at Head Office regarding budget tracking, expenditure monitoring, financial documentation, advances, settlements, and reporting requirements.
- Review financial records, supporting documents, payment requests, and expense documentation from field locations prior to submission to relevant Finance Units.
- Monitor petty cash management and financial documentation at field and facility levels.
- Ensure financial records are maintained accurately in line with organisational and donor requirements.
- Support implementation of financial controls, compliance measures, and audit requirements across KP operations.
Procurement & Logistics Coordination
- Coordinate with Procurement and Admin Sections at Head Office regarding procurement plans, requisitions, quotations, approvals, vendor coordination, and procurement follow-up.
- Support implementation of procurement and logistics procedures across field operations in line with organisational policies.
- Monitor inventory management, asset records, stock movement, and logistical support systems across KP operations.
- Ensure proper documentation and tracking of procured items, operational assets, and inventory records.
HR Coordination & Support Functions
- Coordinate with Procurement and Admin Sections at Head Office regarding procurement plans, requisitions, quotations, approvals, vendor coordination, and procurement follow-up.
- Support implementation of procurement and logistics procedures across field operations in line with organisational policies.
- Monitor inventory management, asset records, stock movement, and logistical support systems across KP operations.
- Ensure proper documentation and tracking of procured items, operational assets, and inventory records.
Documentation, Reporting & Compliance
- Maintain proper administrative, financial, HR, procurement, logistics, and operational records across KP operations.
- Prepare and compile reports, trackers, and operational updates required by management and Head Office units.
- Ensure proper filing, record management, and documentation for compliance, monitoring, and audit purposes.
- Support internal reviews, monitoring processes, verifications, and audits through proper coordination and documentation.
- Ensure all records and documentation are maintained in line with organisational and donor compliance requirements.
Coordination with Head Office & Operational Follow-Up
- Maintain regular coordination with Head Office units regarding operational implementation, approvals, procurement follow-up, financial matters, HR processes, and reporting requirements.
- Ensure timely communication and follow-up on operational priorities and pending actions across KP operations.
- Support implementation of organisational procedures, directives, and operational requirements across KP operations.
Other Duties
- Perform any other duties related to administration, finance, HR coordination, logistics, procurement support, and operational management as assigned by the Programme Manager – KP or relevant Head Office units.
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Qualifications & Experience
- Preferably Bachelor’s in Business Administration, Finance, Commerce, Management, HR, or a related field.
- Minimum 3-6 years of relevant experience in administration, finance, operations, HR coordination, or support functions, preferably within NGO or humanitarian settings.
- Strong understanding of financial procedures, administrative systems, HR coordination, procurement support, logistics, and operational processes.
- Experience supporting multi-location or field-based operations is strongly preferred.
- Strong organisational, coordination, reporting, problem-solving, and communication skills.
- Proficiency in MS Office applications, particularly Excel and Word.
- Knowledge of donor compliance, documentation, and audit requirements is desirable.
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