About Action For Humanity

Action For Humanity (AFH) is an International NGO that provides aid and assistance to people affected by disasters and extreme poverty. Our vision is a world of crises-resilient communities. Our mission is to mobilise and respond to emergencies and critical needs through humanitarian, development and peace-building action, helping affected communities survive, recover and build a better future.

Job Purpose

The Admin & Finance Officer will manage the day-to-day administrative, procurement, logistics, and financial functions of AFH Bahawalpur field office. He/she will ensure smooth office functioning, support programme implementation, and maintain close coordination with the Islamabad country office. The role requires a balance of strong financial management skills and hands-on administrative/logistics experience.

Key Responsibilities

Administrative & Logistics

• Manage day-to-day office functioning, including lease agreements, office maintenance, and ensuring a clean and conducive work environment.
• Arrange office supplies, cleaning materials, tea/refreshments for staff and visiting guests.
• Handle logistics for meetings, workshops, and events, including venue arrangements, refreshments, and documentation.
• Manage rented vehicles and contracted drivers for field staff, ensuring proper documentation, planning, and reporting.
• Liaise regularly with AFH Admin & Procurement Officer (Islamabad office) for approvals, compliance, and guidance.
• Maintain proper records of office assets, furniture, and equipment; ensure tagging, issuance, and timely physical verification of inventory.
• Maintain an up-to-date inventory register for all field office items and prepare bi-annual inventory reports.
• Provide administrative support for urgent and unforeseen tasks as required.
• Initiate and draft RFQs/RFPs for office and project-related procurement in line with AFH policies and donor compliance.
• Maintain procurement files (PRs, RFQs, bids analysis, POs, contracts, delivery notes, GRNs) in both hard and soft copies.
• Conduct market surveys and ensure value-for-money principles.
• Liaise with Islamabad office for procurement committee approvals and payment processing.
• Ensure vendor due diligence, timely contract management, and clear communication with suppliers.
• Maintain vendor database and ensure proper record-keeping of payments and contracts.
• Prepare payment requests with all supporting documents and submit to Islamabad office for review and approval.
• Track procurement and payment cycles from purchase to pay, ensuring timely acknowledgement and receipts from vendors.
• Manage petty cash fund for the field office, ensuring proper utilization, record-keeping, and monthly reconciliation.
• Process advances for events, workshops, and field activities, and ensure timely liquidation with accurate documentation.
• Ensure tax deductions are correctly applied and provide vendors with tax certificates on a timely basis.
• Support in budget monitoring by ensuring expenditures are allowable, properly documented, and within approved limits.
• Liaise closely with the Finance & Admin Coordinator (Islamabad) on all financial, procurement, and administrative matters.
• Prepare and submit monthly administrative, logistics, petty cash, and procurement reports.
• Participate in coordination meetings and provide regular updates on field office support functions.
• Master’s or Bachelor’s degree in Business Administration, Finance, Commerce, or a related field.
• Minimum 3 years of relevant experience in administration, finance, logistics, and procurement, preferably with an INGO or development sector organisation.
• Demonstrated experience in vendor management, procurement cycles, and financial record-keeping.
• Knowledge of Pakistan’s taxation system, vendor payments, and compliance requirements.
• Strong working knowledge of admin, logistics, and procurement procedures.
• Good understanding of finance processes (petty cash, advances, payments, liquidation).
• Knowledge of donor compliance and project allowable/disallowable costs.
• Strong computer skills (MS Excel, Word, PowerPoint).
• Strong communication skills in English and Urdu (knowledge of Saraiki/Punjabi will be an advantage).
• Integrity and honesty.
• Strong organisational and time management skills.
• Problem-solving and analytical thinking.
• Ability to work under pressure and meet tight deadlines.
• Team player with proactive attitude.

Procurement

• Initiate and draft RFQs/RFPs for office and project-related procurement in line with AFH policies and donor compliance.
• Maintain procurement files (PRs, RFQs, bids analysis, POs, contracts, delivery notes, GRNs) in both hard and soft copies.
• Conduct market surveys and ensure value-for-money principles.
• Liaise with Islamabad office for procurement committee approvals and payment processing.
• Ensure vendor due diligence, timely contract management, and clear communication with suppliers.

Finance

• Maintain vendor database and ensure proper record-keeping of payments and contracts.
• Prepare payment requests with all supporting documents and submit to Islamabad office for review and approval.
• Track procurement and payment cycles from purchase to pay, ensuring timely acknowledgement and receipts from vendors.
• Manage petty cash fund for the field office, ensuring proper utilization, record-keeping, and monthly reconciliation.
• Process advances for events, workshops, and field activities, and ensure timely liquidation with accurate documentation.
• Ensure tax deductions are correctly applied and provide vendors with tax certificates on a timely basis.
• Support in budget monitoring by ensuring expenditures are allowable, properly documented, and within approved limits.

Coordination & Reporting

• Liaise closely with the Finance & Admin Coordinator (Islamabad) on all financial, procurement, and administrative matters.
• Prepare and submit monthly administrative, logistics, petty cash, and procurement reports.
• Participate in coordination meetings and provide regular updates on field office support functions.

Required Education & Experience

• Master’s or Bachelor’s degree in Business Administration, Finance, Commerce, or a related field.
• Minimum 3 years of relevant experience in administration, finance, logistics, and procurement, preferably with an INGO or development sector organisation.
• Demonstrated experience in vendor management, procurement cycles, and financial record-keeping.
• Knowledge of Pakistan’s taxation system, vendor payments, and compliance requirements.

Knowledge & Skills

• Strong working knowledge of admin, logistics, and procurement procedures.
• Good understanding of finance processes (petty cash, advances, payments, liquidation).
• Knowledge of donor compliance and project allowable/disallowable costs.
• Strong computer skills (MS Excel, Word, PowerPoint).
• Strong communication skills in English and Urdu (knowledge of Saraiki/Punjabi will be an advantage).

Competencies

• Integrity and honesty.
• Strong organisational and time management skills.
• Problem-solving and analytical thinking.
• Ability to work under pressure and meet tight deadlines.
• Team player with proactive attitude.

Only individuals who meet the above-listed requirements are invited to apply for the above-mentioned position.

The employer reserves the right to cancel the job posting at any time without proper notice or reason and does not allow or accept the candidates having multiple employments at the same time.

We are looking to fill this position as soon as possible and will be reviewing applications on a rolling basis. To maximize your chances of success, please apply today – we look forward to hearing from you.

Inter-Agency Misconduct Disclosure Scheme

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. Action For Humanity also participates in the Inter-Agency Misconduct Disclosure Scheme. In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment.

By submitting an application, the job applicant confirms their understanding of these recruitment procedures. Please only apply if you are okay with all of the above.