Project Finance & Operations Officer

About the role:

The role of Project Finance and operations officer covers administrative, finance, HR, and logistics functions within the project areas at the field office. Reporting to the project manager, the jobholder shall perform all areas of administration, finance, logistics and human resources in close coordination with head office team.

About the Project:

PMS is initiating the "Flood 2022 Rehabilitation Khairpur" project to support vulnerable and marginalized families in the union council Kot Digi, Shadi Shaheed, and Kereela districts of Khairpur, Sindh. This initiative aims to enhance community resilience by providing disaster-resistant infrastructure and comprehensive training programs. Specifically, 25 disaster-resistant verandas will be constructed, and 5 Disaster Risk Reduction (DRR) schemes will be developed to enhance the community's capacity to withstand and respond to disasters. The project will also include training and capacity-building activities. Furthermore, DRR training, awareness, and sensitization programs will be conducted to provide essential information on early warning systems and evacuation procedures, thereby increasing community preparedness. Through this holistic approach, PMS strives to create a sustainable model of disaster resilience that can be replicated and scaled to benefit other vulnerable communities.

Your impactful goals will include

Job Specification:

Administrative, Procurement & Logistics Support:

• Organize and maintain project-related documents, records, and files.Prepare and distribute meeting agendas, minutes, and other relevant materials.
• Schedule meetings, conferences, and appointments for project team members.
• Handle incoming and outgoing project-related communications, including emails and phone calls.
• Provide general administrative assistance to the project manager and team.
• Ensure the appropriate inventory/tagging of office supplies.
• Arranging seminars, and workshops, and providing logistics support to the staff.
• Supervise and ensure to update fixed assets, kitchen utensils, and stationery store inventories.
• Sourcing and engaging reliable suppliers and vendors.
• Negotiating with suppliers and vendors to secure advantageous terms.
• Building and maintaining long-term relationships with vendors and suppliers.
• Approving and ensuring the implementation of office management manual and guidelines and managing internal communication.
• Organizational Events management.
• Overseeing PMS procurement processes/procedures.
• To ensure effective implementation of Procurement policies/thresholds that fall within the defined internal and external standards.
• Coordinate the procurement of project-related materials and equipment.
• Arrange transportation and accommodations for project team members and visitors.
• Track inventory and supplies needed for project operations.
• Ensure timely delivery of goods and services to support project activities.
• Collaborate with vendors and suppliers to negotiate contracts and pricing.
• Supervise the Event Management activities.
• Focal Person for Staff Logistics Arrangements, Boarding/Lodging, Accommodation, etc.
• Supervise the grocery and toiletries record and purchase when required.
• Maintain and oversee the accurate recording of vehicle usage and relevant information in the logbook.
• Obtain necessary approvals for vehicle repair and maintenance activities, ensuring timely and cost-effective servicing.
• Prepare detailed fuel consumption reports to track and analyze fuel usage, identifying opportunities for optimization.
• Ensure all supporting documentation required for fuel bills, such as receipts and invoices, are organized and readily available.
• Execute and maintain a weekly checklist to ensure the safety and functionality of all fleet vehicles.
• Manage and update the fleet scrap list, documenting vehicles that are no longer in service and coordinating their disposal or repurposing.

Finance, HR & IT Support:

• Assist in preparing project budgets and financial forecasts.
• Monitor project expenses and track budget allocations.
• Process invoices and ensure timely payments to vendors and suppliers.
• Help with financial reporting and documentation for project stakeholders.
• Collaborate with the finance department to ensure compliance with financial policies and procedures.
• Responsible for preparing petty cash-related expenses details in line with Organizational policy and approved by the supervisor monthly.
• Assist in the recruitment process by posting job vacancies and coordinating interviews.
• Maintain project personnel records and ensure confidentiality of sensitive information.
• Coordinate onboarding and orientation for new project team members.
• Coordinate off-boarding of the project team leavers.
• Help in managing employee timekeeping and attendance records.
• Support the HR department in administering HR policies and procedures within the project team.
• Basic Knowledge of Windows.
• Basic Software Installation and updating.
• MS Outlook Configuration.
• Installing Printer drivers.
• Changing Printer Toners

Security and Access:

• Securing the premises, assets, and staff, monitoring overall situations, inspecting and guarding entry points, and verifying visitors.
• Implementation of safety and security guidelines i.e. fire safety and proper functioning of CCTV in office premises.
• Keep an eye on the security situation in the project operations area regarding crime, carjacking, kidnapping terrorism, etc. If anything, immediately convey to the Manager Security and access.

Cross-Functional Collaboration:

• Collaborate with various departments within the organization to ensure smooth project operations.
• Communicate and coordinate with external stakeholders and partners as needed.

Problem-solving and Issue Resolution:

• Identify and address potential project-related issues and challenges.
• Work with the project team to find solutions and implement corrective actions.

General administrative duties:

• Coordination with all higher management and program heads to ensure the smooth running of the admin office.
• Arrangement for staff monthly and senior management meetings.
• Supervises the maintenance and alteration of office areas and equipment, as well as layout, arrangement, and housekeeping of office facilities.
• Develop programs and activities that will enhance/improve office administration. Recommend upgrade or improvement of office buildings and other faculties. Arrange contracts/lease/rent (renewal) of fields and offices.
• Oversee facilities and office management functions and directly manage administrative support team with such tasks as reception, and conference hall.
• Monitoring and Supervision of Operations staff which includes Logistics, front desk, Admin assistant, Admin Interns, and support staff (Guards, Cook, and Office Boys).

Education:

• Bachelor's degree in Social Sciences/Development Sciences or Business Administration.
• Preference shall be given to the Master in Business Administration.

Work Experience:

• Minimum of 3-5 years of experience in program support functions i.e. admin, logistics, finance or human resources.

Skills and Competencies:

• Budgeting and cost management: The jobholder should be able to develop and manage budgets for his/her project, ensuring that costs are controlled and monitored.
• Risk management: The jobholder should be able to identify and mitigate risks to the project, including developing contingency plans to deal with potential issues.
• Communication: The jobholder should be an effective communicator, able to convey
• project goals, timelines, and status updates to stakeholders, team members, and donors.
• Team management: The jobholder should be able to build and manage a high-performing project team, including identifying and addressing any team performance issues.
• Quality assurance: The jobholder should be to ensure that the project meets quality standards and that deliverables are completed to the required level of quality.
• Strong organizational and time management skills.
• Attention to detail and accuracy.
• Excellent communication and interpersonal abilities.
• Proficiency in relevant software applications (e.g., Microsoft Office, financial software).
• Familiarity with administrative, finance, HR, and logistics processes and principles.

The duties listed above cover most of the tasks that would be performed by the job holder in this position; however, staff may be assigned any other official tasks as and when required.

Commitment to Diversity and Inclusivity: Pak Mission Society is committed to building a diverse organization and an environment of inclusivity. We strongly encourage applications from candidates who can demonstrate that they can contribute to this goal.

Safeguarding: Pak Mission Society is committed to Safeguarding of Children and Adults and in no way tolerates any harm to our beneficiaries.

• Child Safeguarding: Ensuring the safety and well-being of children, protecting them from abuse, neglect, or exploitation.
• Adult Safeguarding: Protecting vulnerable adults, including the elderly or individuals with disabilities, from harm, abuse, or neglect.

Equal Opportunity Employer: We are an equal opportunity employer and value diversity at our organization. We do not discriminate on the basis of race, religion, color, origin, gender, age, marital status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.