managing purchase request, purchase order and GRN using Prosource and update the PRs in Master PR List and to provide to originator.
Assist team members in proper filing of Purchase Requests (PR) using ProSource.
Keep procurement record maintained in ProSource and paperback in an order and up to date
Coordinate with the Warehouse Officer to provide GRNs for confirmation of deliveries
Ensuring up-to-date filling system manually and electronically using Pro Source
Assist Senior Operations Officer in submission of payment vouchers using ProSource to finance department through program team for payment
Keep up to date list of suppler and registered the supplier on ProSource
Prepare tender documents according to the nature of job and issuing to supplier/contractors
Support the originators in using ProSource and raising Purchase Requests
Support the committee members/graders in grading the procurement
Ensure the maintenance of attendance register in office and confirm staff attendance level in the field.
Organize project operations and procedures in coordination with Operation and finance department at Islamabad office.
Facilitate project team in procurement of goods and services for the project implementation in coordination and support of admin department at country office.
Timely submission and provision of requisition generated from project staff to admin team at country office.
Ensure record keeping at field level for all the procurement correspondence, processes, and inventory
Manage vehicle maintenance and allocation of vehicles at field level with proper log filing
Monthly reporting to management on financial positions.
Supervision on all financial and Accounting Activities at head office & sites.
Manage and monitor cash flow of funds.
Petty cash management as per Muslim Aid cash handling protocols.
Maintaining and presenting schedule of budget in line with actual expenditures.
Preparation of payroll for employees working in Organization.
Handling and timely submission of income tax matters of employees as well as suppliers.
Processing of invoices to clients and updating all transactions related to salaries, overtime, salary tax, final settlements and invoicing status in accounting software & Microsoft Excel.
Preparation of salary tax and Insurance bills maintenance.
Liaison with provincial accountant & centralized accounts department for all the reporting and inputs.
To calculate, prepare and issue bills, invoices and inventory reports, accounts statements like bank reconciliation statement using computerized and manual systems.
To enter, verify and reconcile transaction such as accounts receivable and accounts payables, purchase orders, cheques, and invoices in Excel templates.
To maintain record of employee’s attendance, leaves, and overtime to calculate pay and benefits and prepare and balance period-end report and reconcile issued payroll to bank statement.
To prepare monthly revenue and expenditure statement of field office.
To prepare cash books and handle petty cash accounts.
To maintain proper filing and record of receipts & payments.
Negotiate vehicle rental contracts
Supervise the planning and execution of maintenance and repair work on mission vehicles
Establish vehicle movement schedules
Ensure that a complete breakdown kit is available on board all vehicles
Permanently ensure that all drivers have received general training and carry out regular testing
Handling staff accommodation at IRP residences
Enforcing IR residence policies
Coordinating maintenance and repairs
Defining roles and responsibilities of SC&S staff
Supervising support staff and ensuring work schedules
Arranging travel for staff and guests
Managing office fleet and vehicle maintenance
Updating vehicle management system
Ensuring compliance with procurement policies
Handling AX transactions and petty cash
Managing VMS updates
Overseeing logistics and supply chain functions
Coordinating with suppliers and corporate sectors
Maintaining records of documents and payments
Processing supplier payments
Liaising with agencies, authorities, and visitors
Organizing seminars, conferences, and interviews

project was funded by GIZ, which was the base of Man empowerment. As Admin and finance officer i was responsible for below points. 

Create and implement financial policies to guarantee operational efficiency.
Oversee the preparation and planning of budgets.
Maintain records and receipts for all daily transactions.
Ensure financial records are kept up-to-date with the latest transactions and changes.
Contribute to financial audits.
Monitor all bank deposits and payments, Perform periodic financial analysis to detect and resolve problems.
Prepare balance sheets and invoices. Maintain all financial systems for the office and ensure full compliance with QC financial Procedures.
Preparation of Cheques against approved payments, Preparation of Budget vs Expenses report on monthly basis or as per need.
Supervise deduction of withholding taxes, Payroll and computation of gratuity and other staff benefits and tracking, Ensure that expenses are timely and appropriately charged to respective Fund Codes.
Manage all bank and payments. Record and monitor all bank and other transactions in the official software (ERP and Portal).
Coordinate with field offices for reporting and financial compliance.
To assist Finance Manager in different process of budgeting, budget tracking balance and internal based on Qatar charity finance manual.
Responsible for QC accounts in his/her base station, record keeping, ledger, monthly, quarterly, and yearly financial reports as per head quarter & donors’ requirements and to submit regularly to his/her supervisor.
To be responsible on data entries on the current Quick book system.
To be Responsible for banking and correspondences with bank & other financial institutions and bank reconciliation as well.
To Monitor work in progress and supply agreements/ contracts and determine level of performance compared to established standards and timelines.
To Review all payment requisitions of expenditure for accuracy and to ensure that the budget is transparent & followed and matching with QC financial manual and procedure.
To Monitoring the control accounts of the country office and/ or sub offices.
To Be responsible for developing and maintain the filing system.
Analyse and quantify logistics personnel needs
Recruit, train and supervise the logistics team
Conduct performance reviews for members of the logistics team
Organize formal team meetings at regular intervals

Administration:

  ensure administrative and logistics aspects of project activities (meetings, workshops, travel NOCs, etc.)
  preparation and coordination of workshops, trainings and stakeholder-meetings for participants in all EHS activities and other activities
  cooperates in concerning the visits of EHS team members including the arrangement of cars, flights and hotel bookings etc.
  processing of all the documentation related to office vehicles i.e. token taxes, local vehicle registration with Excise & Taxation Department
  allocation of duties for drivers and ensuring proper fleet management of official vehicles (maintenance, repairs, drivers)
  compile monthly vehicle data and ensures logbooks are maintained properly
  checking and preparing monthly supporting documents for the private usage of vehicles for submission to finance section for invoicing purposes 

Finance and accounting


Ensure GIZ financial management procedures are adhered


Ensure accurate recording of financial transactions in accordance to Generally Accepted Accounting Principles (GAAP) and GIZ rules and process on accounting practice.


Takes the responsibility of cash and bank accounts recode on daily bases with the available GIZ accounting software.


Ensures cash, bank and advance reconcile on daily bases.


Carryout invoices are counter-checked, supporting documents are complete.


Ensures that GIZ validation stamp is completely signed by responsible authorized members of GIZ office.


Carryout cash count on weekly bases as per the cash management instructions


Carryout the weekly and monthly exports and submission of vouchers to the responsible accounting officer in GIZ Country Office.


Ensure regular follow up on open accounts and settlements accordingly.


Coordinate in preparations of monthly C files for SDG and USD journals of GIZ office and provide scanned documents from C files to GIZ-CO when necessary.


Carries out the cash count and perform the reconciliation of bank book as per the GIZ cash management procedures.


Support in providing all the necessary financial documents during internal Audit.


Takes over other finance tasks assigned by his line manager.

Update financial spreadsheets with daily transactions
Prepare balance sheets
Track and reconcile bank statements
Create cost analysis reports (fixed and variable costs)
Process tax payments
Support monthly payroll and keep organized records
Record accounts payable and accounts receivable
Process invoices and follow up with clients, suppliers and partners as needed
Provide administrative support during budget preparation
Participate in quarterly and annual audits

Administration Assist Admin and Finance team for efficient and effective general administration management.
Ensure well established and maintained documentation filing systems for office correspondence and admin and log related official documents.
Assist procurement of Office Supplies and office stationery.
Coordinate and maintain stock of stationery and office supplies at the Mercy Corps for the programs team.
Support to program staffs during program activities delivery.
Assisting in the timely payment of office rent, electricity, telephone, and other vendors payment.
Assist the Admin & Log officer for Fleet Management which includes vehicle request management, repair and maintenance, Insurance, renewal etc.
Assist the Admin & Log Officer to Implement and manage relevant logistics systems which includes Inventory, warehouse, and transportation management.
Assist the Admin & Log Officer for the Asset and Inventory Management.