Available Position: Admin & Finance Manager
Expected Joining: ASAP
Duration: One-year contract, with possible extension.
Payment Terms: We offer a competitive salary package.
Job Location: Based in Islamabad, with Frequent travels to project areas across Pakistan
Skills: Integrity, Versatility, Humanitarian, Cross-Cultural, Responsible

Main Tasks:
The Admin & Finance Manager oversees financial operations, payroll, taxation, office management, liaisoning with legal & administrative agencies, and partner capacity building in Pakistan. Key responsibilities include managing budgets, financial reporting, grants, and partner finances while ensuring compliance with local taxation and labor laws. The role also covers payroll processing, tax filings, employee records, recruitment, and benefits administration. Additionally, the manager is responsible for office administration, dealing with administrative departments and ministries for the INGO registration follow-up, procurement, asset management, and ensuring smooth daily operations.

The position also leads partner financial capacity building, providing training and support to enhance compliance and financial management skills. The role further includes financial planning, risk management, and strategic guidance to support effective project implementation and compliance with donor and organizational policies.

Scope of Work:

Accounting & Finance:

• Ensure that accurate and timely financial records, payroll and audit trails are established and maintained for project operations.
• Ensure the reconciliation of bank accounts and the monthly closure of financial records are approved by the Country Director and sent to INGO headquarters.
• Ensure that country office financial tools are in line with national laws, donor regulations, and INGO institutional policies and manuals.

Project Planning and Management

• Support the Country Director and partners in the preparation and monitoring of the Project financial plan for the project, as well as disbursement updates and forecasts as required for INGO headquarters and the donor;
• Ensure timely and complete budgeting processes are implemented, including variance analysis and guidance on managing the expenditures and managing the project cash flow.
• Provide overall financial analysis, management advice, and technical assistance to the CD and partner organizations, as required;
• Strengthen Internal Controls, Risk & Compliance Capacity
• Enhance the financial and compliance capacity of partner organizations by providing ongoing coaching, on-the-job guidance, and tailored training to finance staff, ensuring adherence to financial best practices and regulatory requirements.
• Raise general awareness about laws & regulations, policies, frameworks, tools, trends, and issues about risk and compliance through various channels.
• Develop quarterly plans for conducting spot checks in INGO and with partner organizations based on the top risks identified. Facilitate the spot checks in collaboration with subject matter experts from other functions, make recommendations and support the development of action plans to address gaps.

Monitor and follow up on action plan implementation.

• Ensure organizational compliance with local registration, taxation, and labor laws. Liaise with legal advisors, government authorities, and regulatory bodies (MOI, SECP, FBR, EOBI) to address legal and operational matters.
• Support the CD in validating risks identified during the project design & proposal development phase and their relevance during project implementation. Facilitate the development of the risk register and support risk monitoring during the project implementation.
• Orient new staff and partners to risk and compliance policies, standards, tools, and processes. This includes any relevant risks and controls in place to mitigate them.

Administration, Human Resources & Office Management

• Oversee recruitment, payroll, compliance, and employee development while ensuring adherence to Pakistan’s labor laws. Maintain accurate personnel records, implement performance management systems, and support training and team-building initiatives. Address grievances, enforce HR policies, and foster a positive work environment.
• Ensure timely payroll processing, tax deductions, and compliance with statutory requirements (EOBI, PESSI, income tax, provident fund). Maintain up-to-date contracts and HR documentation in line with legal standards.
• Manage daily office operations, including procurement, office supplies, vendor contracts, and lease agreements. Ensure a well-maintained, safe, and efficient workspace while implementing security and health protocols.
• Organization of workshops, training and meetings venue, ensuring complete logistics including travel and accommodation of the participants including Visa arrangements of foreign visitors.
• Supervise transparent procurement processes, maintain an updated asset inventory, and ensure responsible use of office equipment, IT systems, and resources.
• Build and maintain relationships with government agencies, service providers, and landlords. Represent the organization in official matters to ensure smooth operations and regulatory compliance.

Requirements:

• Pakistani national with at least 3 years of experience in humanitarian/development NGO work. Experience / working with French INGOs is a strong asset.
• Master’s degree; degree in Business Administration, Finance, or Economics is preferred.
• Proven track record of managing key government authorities for administrative and legal compliance.
• Hands-on experience with accounting systems, advanced MS Excel and SAGA is added value.
• Excellent understanding of the Pakistani legal and taxation landscape for INGOs.
• Excellent communication and report-writing skills in English.