JOB DESCRIPTION AND RELATED RESPONSIBILITIES:

Job Summary:

The Finance officer (FO) will work under the direct supervision of the Director of Administration and Finance (DAF) at the IRC office located in Islamabad. A high level of organization is essential to ensure that monthly accounting data is entered into QuickBooks (QBs) on a timely manner and in accordance to EA HQ deadlines for month-end closing. The individual will also be responsible for processing relevant projects payments while ensuring that complete and accurate supporting documentation is included and in the files. The incumbent will carry out the following functions:

Overall Responsibilities:

1. Under the supervision of the DAF, ensure that the financial management of Equal Access (EA) is kept in fiduciary manner, and that all reporting and records are maintained appropriately (electronics and hard copy);

2. Responsible for assisting in preparing and providing complete and accurate financial reports for all projects financial activities;

3. Responsible for processing all cash transactions (including preparation of checks and other local expenses), petty cash accounting, and record keeping of wire transfer payments from HQ and local vendors;

4. Prepare and ensure that monthly QuickBooks (QBs) data files and expense reports are accurate and sent to direct supervisor before submission to the EA HQ every month;

5. Implement adequate local controls in regard to financial, administrative, and logistics procedures (segregation of duties) in close coordination with the DAF.

Specific Responsibilities:

1. Verify and ensure that all of the required supporting documents are attached with the respective payment voucher before getting DAFs final approval for payment disbursement;

2. Responsible for preparing checks and cash payment vouchers, as well as cash receipts vouchers, and advance adjustment vouchers.

3. Responsible for maintaining and administering petty cash (including cash payments and monthly replenishments) while following EAs internal policies and segregation of duties;

4. Prepare staff salary slips prepared and coordinate distribution of checks among EA staff;

5. Responsible for preparing all of the Journal Vouchers (JVs) as well as for entering accounting data on a regular basis on QBs;

6. Prepare advances (as approved by DAF) as well as collection and settlement of all staff and petty cash advances;

7. Process travel expense reports and ensure that any outstanding cash advances for travel are reconciled within maximum 5 days upon return;

8. Assist DAF in the development of projects annual budget and cash flow projections as and when required;

9. Assist DAF in maintaining the projects budget up to date with actual expenses and projections;

10. Responsible for reviewing expenses and preparing bank reconciliations within 4 days of the close of each month;

11. Carefully monitor and track payments to avoid any double payments, always taking into consideration cost comparisons and cost reasonbless, allowability, and allocability;

12. Responsible for the timely submission of deposits related to EOBI and other taxes to the GOP on a monthly basis;

13. Facilitate in the procurement process any material and services in close coordination with the Administration Officer;

14. Prepare and process monthly payroll sheet in consultation with DAF and Administration Officer;

15. Responsible for maintaining cash flow and petty cash summary on a daily and monthly basis;

16. Ensure to maintain the security and confidentiality of all financial records (electronic and hard copy) at all times;

17. Provide assistance to the DAF in preparing monthly financial data for submission to EA HQ;

18. Facilitate and coordinate internal and external audits when applicable;

19. Other duties as required by direct supervisor.

Other Responsibilities:

1. Contribute to improving financial performance by providing suggestions to current processes, procedures, and policies to modernize and streamline financial management and reporting;

2. Produce various QBs reports for analysis and review including general and specific information about EA expenses for activity implementation, highlight areas of significant change, and provide recommendations to the DAF for minimizing costs and increasing overall finance department performance.

Minimum Qualifications and working experience:

• BA or BS in related field (preferable finance and/or accounting). Advance degree preferred;
• At least 3 to 4 years of experience in an equivalent position on similar NGOs or international organizations (preferable funded by USAID or other US Government Agency);
• Knowledge of USAID regulations or other donors agencies strongly preferred;
• Ability to be self-driven and take initiative;
• Willingness to travel to other areas in Pakistan on EA business;
• Ability to be flexible, willing to perform other duties, and work irregular hours if necessary;
• Excellent interpersonal and communication skills including patience, cultural sensitivity,
• diplomacy, conflict resolution and management skills, and willingness to listen and respect for colleagues;
• Capable of creating supportive working relationships among all project teams;
• Proficiency in Microsoft Office including advance excel, Quick Book or other accounting softwares
• Fluency in English and Urdu, both written and spoken. Any other local language is be plus

Demonstrated Skills:

• Ability to multi-task and work under pressure (when required) to meet deadlines for deliverables;
• Excellent communication skills and ability to be a team player.
• Able to work across cross-cultural teams.