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Purpose
The Admin & Finance Assistant is responsible for providing day-to-day administrative, financial, procurement, logistics, asset management, attendance, and operational support for PARWA-ICT Project activities based in Lahore.
The position supports timely processing and maintenance of project documentation, financial records, attendance information, procurement and logistical requirements, and office administration. The role works under the supervision of the Admin & Finance Officer – PARWA-ICT based in Islamabad to ensure consistent application of organisational procedures, effective operational support, and compliance with organisational and donor requirements.
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Key Responsibilities
Administration & Office Support
- Support day-to-day administrative and operational requirements of the Lahore project office.
- Assist in managing office supplies, utilities, facility requirements, maintenance, and routine administrative needs.
- Coordinate administrative and logistical arrangements for meetings, trainings, workshops, field activities, and other project activities.
- Support travel, transport, accommodation, venues, printing, stationery, and other approved logistical arrangements.
- Maintain administrative records, correspondence, office files, registers, and supporting documentation.
- Follow up on routine office requirements and report pending matters to the Admin & Finance Officer.
Finance Support & Documentation
- Prepare and compile payment requests, advances, settlements, reimbursements, and other routine financial documentation for review by the Admin & Finance Officer.
- Check supporting documents for completeness and accuracy before submission.
- Maintain organised records of invoices, receipts, payments, advances, settlements, and supporting financial documentation.
- Update expenditure, payment, advance, and settlement trackers as assigned.
- Support compilation of documentation required for monthly closing, reconciliations, reporting, and expenditure verification.
- Follow up on outstanding advances, settlements, receipts, missing documentation, and other financial requirements.
Procurement & Logistics Support
- Prepare and compile routine procurement documentation, including purchase requests, quotations, comparative documentation, purchase orders, invoices, and receiving documentation.
- Maintain complete procurement files and tracking records.
- Coordinate with approved vendors and service providers on assigned routine requirements.
- Follow up on deliveries, procurement documentation, and pending actions.
- Support logistical requirements for project activities and field operations in Lahore and assigned locations.
- Submit procurement and logistics documentation to the Admin & Finance Officer within established timelines.
Asset, Inventory & Facility Management
- Maintain updated records of project assets, equipment, inventory, office supplies, and stock at the Lahore office.
- Support tagging, issuance, movement, return, and physical verification of project assets.
- Maintain asset movement, issuance, inventory, and related records.
- Monitor office supplies and communicate replenishment requirements.
- Immediately report asset loss, damage, maintenance requirements, or discrepancies to the Admin & Finance Officer.
Attendance & Staff Administrative Support
- Maintain daily attendance records for project staff based in Lahore.
- Record reporting times, absences, field movements, official duties, approved leave, and other required attendance information.
- Ensure attendance records and supporting documentation are complete and submitted to the Admin & Finance Officer within established timelines.
- Follow up on missing attendance entries, leave documentation, official duty records, and other required information.
- Support onboarding, staff documentation, clearance, handover, and separation requirements in coordination with the Admin & Finance Officer and HR Unit.
- Maintain confidentiality and security of attendance and personnel-related information.
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- The position shall not independently approve leave, make attendance-related disciplinary decisions, or undertake functions reserved for supervisors, management, or the HR Unit.
Documentation & Operational Follow-Up
- Maintain systematic physical and electronic filing of financial, administrative, procurement, logistics, attendance, asset, and operational documentation.
- Maintain assigned operational trackers and ensure records are complete, properly referenced, and readily retrievable.
- Compile supporting documentation required for project reporting, audits, spot checks, monitoring visits, and verification exercises.
- Maintain regular coordination with the Admin & Finance Officer on Lahore office requirements and assigned tasks.
- Follow up on assigned payments, procurement actions, logistics, documentation, and other operational requirements.
- Promptly report delays, documentation gaps, discrepancies, or compliance concerns to the Admin & Finance Officer.
Safeguarding, Accountability & Professional Conduct
- Comply with organisational administrative, financial, procurement, asset management, HR, and operational procedures.
- Comply with Safeguarding, PSEAH, confidentiality, accountability, anti-fraud, Do No Harm, and Code of Conduct requirements.
- Maintain professionalism, integrity, confidentiality, and accountability when handling financial, personnel, beneficiary, and organisational information.
- Immediately report suspected fraud, misconduct, safeguarding concerns, asset loss, or other compliance issues through established organisational mechanisms.
Other Duties
- Perform any other duties related to the position, as reasonably assigned by the Supervisor, in line with organisational policies and operational requirements.
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Qualifications & Experience
- Preferably Bachelor’s degree in Business Administration, Finance, Commerce, Accounting, Management, or a related field.
- Minimum 1–3 years of relevant experience in administration, finance, procurement, logistics, staff administration, or operational support, preferably within NGO, humanitarian, or development settings.
- Understanding of basic financial documentation, administrative procedures, procurement, logistics, asset management, and record keeping.
- Experience maintaining attendance records, administrative documentation, financial files, or operational trackers is desirable.
- Experience supporting donor-funded projects or field-based programme operations is an advantage.
- Good organisational, documentation, coordination, communication, numerical, and follow-up skills.
- Proficiency in MS Office, particularly Excel, Word, and Outlook.
- Ability to maintain accurate records, manage multiple routine responsibilities, and meet deadlines.
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