Programme Administrative And Finance Assistant (PAFA)
Westminster Foundation for Democracy , Pakistan

Programme Administrative and Finance Assistant (PAFA)

The PAFA plays a critical role in assisting the Country Representative, working closely with the head office in London and our stakeholders, in the management of financial and administrative procedures for programmes.

In addition to taking responsibility for the financial management of programmes, general administrative and office management, the PAFA will assist with the logistic arrangements.

1. Program Administrative Support / Office

• Coordinate with stakeholders such as PIPS, National/provincial assemblies for supporting program delivery.

• Liaise with programme suppliers and service providers for proper documentation.

• Apply the procurement process consistently in line with company policy.

• Ensure documents and files are accessible and properly filed.

• Ensure contact database is up to date.

• Order office stationery and supplies, as necessary.

• Maintain the office asset register

• Responsible for the correct functioning of office equipment

• Bills payments and small purchases

2 Financial administration for the Programme:

• Assist with the preparation of Programme budgets

• Produce monthly expenditure report and monitor expenditure regularly with the budget lines

• Prepare monthly programme reconciliation and forecasts

• Prepare monthly financial reports and claims in line with donor requirements and WFD procedures

• Processing local income and expenditure and inputting all transactions onto online accounting system

• Process invoices and bills relating to the programme and in line with WFD policy

• Day-to-day management of office petty cash and bank account • Monthly bank reconciliations

• Preparation of monthly accruals • Ensure compliance with local regulations, requirements and laws

3 Logistical Support:

• Provide logistical support to programme activities including booking venues, flights, accommodation, catering etc.

• Work closely with the London office to provide support for visits to the UK.

• Assist the Country Representative during events to ensure activities run smoothly.

• Help organise meetings for Country Representative and other programme stakeholders, as necessary.

• Assist in maintaining contact with key stakeholders, including donors, local partners and implementing agencies working in the same field.

4. Risk Management

• To maintain an understanding and awareness of WFD’s risk management policy and procedures and to assist in reporting any actual or potential incidence where WFD could be operating outside its financial ‘risk appetite’.

To apply for this position visit www.wfd.org/careers/.

This is a locally based field role; applicants must be eligible to work in the relevant location.

In addition to taking responsibility for the financial management of programmes, general administrative and office management, the PAFA will assist with the logistic arrangements.

The core skills and experience we are looking for are;

· At least 2 years financial management and budgetary experience

· Advanced Excel with extensive use of SAGE and/or other accounting software packages

· At least 2 years project management, administration, evaluation, monitoring experience

· Strong communication relationship management skills with staff and a range of donors

· Excellent levels of spoken and written English and Urdu

· First degree or similar, in a relevant discipline e.g. Business, Finance or Administration.

Job Rewards and Benefits