Summary of Key Functions

The Admin & Finance Manager is responsible for all aspects of the financial management and administration for the Organization. The Admin & Finance Manager is expected to provide sound financial advice and effective financial management as well as manage the administrative functions of the organization. This position will directly be reporting to Director Operations and in times needed, to the CEO.

Roles and Responsibilities

Administrative Management;

• Responsible for overall administration of the organization.
• Manages lease agreements of all the offices to make sure it is current and amendments are processed as required.
• Lead procurement process to ensure proper planning, purchasing and distribution of project products in compliance with Inspire Pakistan’s policies and donor regulations
• Make sure that all the agreements are up to date and filed safely in accordance with the organization policy.
• With support from the Admin Officer maintain an updated fixed asset register and make sure it is updated and reviewed periodically.
• Oversee travel arrangements and monitor travel expenditures.
• Advise Snr. Management of the administrative requirement of the projects and offices.
• Review organizations polices and provide suggestion to Snr. Management for any changes or amendments in the policies and procedures.

Finance Management;

• Overall financial management of the organization.
• Ensures compliance and consistency with the organization’s policies and procedures, as well as compliance with the terms and conditions of the donors.
• Maintain parallel records of income and expenditure in financial database.
• Ensures adequate cash flow for the organization’s requirements, by monitoring project/funds remittances, and preparing requests for funds as needed.
• Prepares and presents quarterly and yearly financial budgets and cash flow forecasts, and works closely with Snr. Management to actively monitor and understand budget variances.
• Prepare budgets and reports on expenditure for donors by set deadlines.
• Ensures and reviews monthly financial statements from the finance support staff and prepare reports for the review of Snr. Management.
• Manages bank accounts and monitors reconciliations, transactions including wire transfers, Deposit, and keeping track of signing authorities.
• Prepares documents and schedules for annual audit, and liaises with auditors.
• Work closely with DO/CEO and relevant project managers for new project budget submissions and periodic financial reports submissions to the donors as per the set deadline.
• Provide guidance and support to all the project managers and project staff relevant to the financial requirements of each project.
• Ensure that all financial transactions are carried out and recorded in the financial software in accordance with organization’s procedures and policies
• Review payments for approval by the Director Operations in compliance with organization’s and donor policies and regulations, with correct coding and supporting documentation.
• Manage and supervise the maintenance of accounts payable, accounts receivable, purchasing, donations processing and receipting, payment of invoices, payroll and bills.
• Prepare and circulate periodic monitoring (BvA-Budget vs Actuals) report to Project Managers and Field Coordinators for all the projects.
• Ensuring proper book of accounts are kept and maintaining a sound archiving (filing and retrieval) system.
• Supervision of year end accruals and monthly reconciliation of the accruals and make journals where necessary
• Working closely with finance team as per the financial requirement of the organization.
• Discuss project performance with Director Operations and Project managers on periodic basis
• Review donor reports with the relevant managers and point out areas with financial risks in line with donor conditions for the relevant managers to take proactive corrective action.
• Assist project managers and Field Coordinators in budget phasing and budget realignment.

Compliance and Internal Controls;

• Drafting and implementing organization policies and procedures
• Review and input into the development of relevant policies and procedure
• Under the supervision of Operations Manager, conducting internal reviews and audits
• Providing advice and leadership in relation to compliance issues that arises.
• Evaluating compliance systems and ensuring adequate processes and procedures are in place
• Closely collaborating with all the departments of the organization to monitor enforcement of compliance regulations
• Maintain, update compliance policies and provide guidance and answer queries thereof
• Disseminate written policies and procedures related to compliance activities
• Any other duty assigned by the Supervisor

Compliance and Reporting;

• Ensure compliance with local laws and regulations. - Prepare and submit timely and accurate financial and administrative reports to donors and relevant stakeholders. - Facilitate internal and external audits.

Capacity Building;

• Provide training and capacity building to staff on financial and administrative procedures. - Foster a culture of compliance, transparency, and accountability within the organization.

Qualification and Experience:

• Master's degree in Finance, Accounting, Business Administration, or related field.
• Professional certification (e.g., CPA, ACCA) is highly desirable.
• Proven experience of 7-8 years in financial management and administration, preferably in the non-profit sector.
• Strong knowledge of financial regulations and reporting standards.

• Excellent financial analysis and reporting skills.
• Strong organizational and project management skills.
• Effective communication and interpersonal skills.
• Proficient in financial management software and MS Office applications.