M.A (Political Science)

M.A Political Science

BSC (Bachelor of Science)

FLA ( Finance, Logistic and Admin) Supervisor

Finance:
Duties and Responsibilities:
 Verify vouchers for cash disbursements, with a secondary approval sought from the Deputy Director of Admin and/or Director. This includes reviewing proper receipt documentation according to SOP of donor agency
 Supervise disbursement of payroll for staff. This will involve reviewing timesheets for proper approvals and allocation of billable hours, holidays and leave
 Assist the Sr. Manager with monthly forecasting of operating costs, and prepare a budget for the office once per month for funding
 Review the monthly bank reconciliation prepared by the accountant. Once approved by both the Deputy Director of Admin and/or the Director, the Finance Manager should forward to the Donor/Sponsoring agency for fund request.
 Review the process of foreign currency exchange for projects and reviewing exchange gain / loss workings
 Review separate accounting programs and databases for various projects and ensuring that regular backups of data are taken
 Review and verification of financial statements including monthly trial balance, monthly income and expenditure statement and monthly fund reconciliation statement for the relevant project to be submitted to the senior management and the donor / monitoring agency.
 Review and control the transfer of required funds to the regional offices on a regular basis and ensuring that excess funds are not available at such offices at any given time.
 Monitor and supervise the process of payments in respect of payroll and petty cash to employees at the head office
 Review and utilize the expenses forecasts for the relevant project in order to request funds from the donors and maintain control over the expenses of the organization.
 Review the reconciliation of inventory listing on a regular basis with the system maintained by the Logistics department
 Monitor finance, admin and logistics staff stationed with teams, site and field offices as well as central office and assistant field officers stationed at the head office and ensuring that they are performing their functions in an effective and efficient manner
 Prepare the annual project budgets with the help of all the departments of the organization and ensuring that all relevant areas are covered during the budgeting process and audit procedures as well.
 Arrange training and informative sessions for the field and head office finance staff

Logistics:
Duties and Responsibilities:
 Follow administration and procurement guidelines, determine which purchases require quotations and tenders
 Conduct necessary procurement process, both national and International
 Prepare a clear and concise report on the result of the bid and prepare a purchase recommendation separately for expendable and non-expendable items.
 Maintain accurate records of each procurement process in order to facilitate later audits system.
 Ensure the proper maintenance and stock keeping record system.
 Make timely arrangement of logistics support such as Vehicle movement in coordination with transport section.
 Provide logistic support for organizing seminar/training/ Workshop arrangements.
 Arrange general services function such as necessary Repair and maintenance of office equipment, communication tools and vehicles in coordination with transport section.
 Organize Travel Arrange/ confirm airline booking for staff and Visa arrangement for international staff.
 Supervise directly the logistics supervisors, clerk and transport staff as well as security Guards.
 Attend and participate actively in meetings, workshops, training or seminars for logistics support as required.

Admin:
Duties and Responsibilities:
 Assist in overall administration task such as looking after the presence of personnel and checking and controlling attendance book.
 Supervise the activities of housekeeping such as looking after the cleanliness of central office and its related vehicles.
 Monitor use of office vehicle and its log book at the central office vehicles.
 Supervise performance of clerk, guards, cooks
 Keep up to date checking and controlling official administrative letters, insurance document, register book in/out.
 Preparing and controlling the list of personnel on duty in the central office as well as salary report to sub offices.
 Work as Office in Charge/OIC and perform the Admin Manager duties on his/her absence.
 To assist the admin and personnel manager and the deputy director – finance, admin and logistics in implementing admin policies and procedures and performing the admin functions in a smooth and effective manner within the organization.

Finance Officer

Duties and Responsibilities:
 Prepare vouchers for cash disbursements, with a secondary approval sought from the Deputy Director of Admin and/or Director. This includes reviewing proper receipt documentation according to SOP of donor agency.
 Monitor and supervise disbursement of payroll for staff. This will involve reviewing time sheets for proper approvals and allocation of billable hours, holidays and leave.
 Assist to prepare monthly forecasting of operating costs, and prepare a budget for the office once per month for funding.
 Prepare monthly bank reconciliation and process for approval of Deputy Director of Admin and/or the Director, and forward to the Donor/Sponsoring agency for fund request.
 Make process of foreign currency exchange for projects and reviewing exchange gain / loss workings
 Maintain separate accounting programs and databases for various projects and ensuring that regular backups of data are taken.
 Prepare financial statements including monthly trial balance, monthly income and expenditure statement and monthly fund reconciliation statement for the relevant project to be submitted to the senior management and the donor / monitoring agency.
 Transfer of required funds to the regional offices on a regular basis and ensuring that excess funds are not available at such offices at any given time.
 Make process of payments in respect of payroll and petty cash to employees at the head office
 Prepare reconciliation of inventory listing on a regular basis with the system maintained by the Logistics department
 Monitor finance, admin and logistics staff stationed with teams, site and field offices as well as central office and assistant field officers stationed at the head office and ensuring that they are performing their functions in an effective and efficient manner.
 Prepare the annual project budgets with the help of all the departments of the organization and ensuring that all relevant areas are covered during the budgeting process and audit procedures as well.
 Arrange training and informative sessions for the field and head office finance staff.

Internal Controller

Duties and Responsibilities:
 To ensure whether ATC organizational Admin and Finance Units are performing their planning, accounting, custodial, or control activities in compliance with ATC management instructions, applicable statements of policy and procedures SOP, and in a manner consistent with both organizational objectives and high standards of administrative practice.

 To plan and execute audits in accordance with accepted ATC Standing Operating Procedures/SOP and report audit findings and to make recommendations for correcting unsatisfactory conditions, improving operations, and reducing cost.

 To perform special reviews at the request of ATC management and plans the theory and scope of the audit, and prepare an audit program annually as per standard guideline of donor/coordinating agency.

 Determines the auditing procedures to be used and identifies the key control system points and performs the audit in a professional manner in accordance with the approved audit program as per SOP.

 Notify the senior executive management team and/or the Director of any control system weakness or breakdown as an early warning for major undesirable effect.

 Obtains, analyzes, and appraises evidentiary data as a basis for an informed, objective opinion on the adequacy and effectiveness of the system of control and the efficiency of performance of the activities being reviewed.

 Makes oral or written presentations to sr. executive management team and the organizational Director during and at the conclusion of the examination, discussing deficiencies and recommending corrective action to improve operations and reduce unnecessary cost.

 Prepares formal written reports, expressing opinions on the adequacy and effectiveness of the system and the efficiency with which activities are carried out and appraise the adequacy of the corrective action taken to improve deficient conditions.

Procurement Officer

Duties and Responsibilities:
 Transferring the purchase goods from bazaar to central Store.
 Transferring the purchased goods to sub-Offices and site Office.
 Keeping the inventory of rental houses.
 Keeping the contract of rental houses.
 Keeping the contract of equipment’s.
 Assisting the Daily purchase
 Keeping the record of goods supplied to sub-Offices and Site Offices
 Repairing all equipment’s of the central office, Sub-office and Site Office
 Preparing the records of equipment’s repair, indicating date, Number
 Parts replaced cost of repair and serial number of equipment’s.
 Conduct necessary procurement process, both national and International, collecting quotation and process for necessary approval.
 Collect data/quotations for report on the result of the bid and prepare a purchase order as per requisition as approved.
 Maintain accurate records of each procurement process in order to facilitate later audits system
 Keep up to date list of suppliers national and international from where goods are procured locally.
 Arrange to procure goods as per approved requisition.
 Forward bills to finance section for payment after receivable of goods in conditions and store entry.
 Any other duty assigned.