Background & Description

Responsibilities

Major Duties and Responsibilities

  • (a) Accounting
    1. Maintain an accounting system in Peachtree/Quick Books to manage and maintain the accounting requirement of Shirakat in compliance with statutory norms;
    2. Management of the data files and the appropriate filing of the electronic and hard copies of the financial documents and reports;
    3. Prepare monthly financial statements (reports) for programmes and projects for further analysis;
    4. Ensure regular monitoring of the bank account (s);
    5. Monitor (i) cash flows and (ii) working capital;
    6. Carry out calculation of the payroll for all Shirakat staff on the basis of valid contracts, timesheets and leave record; The total wages and salaries earned by every employee every pay period, which are calledgross wages or gross earnings, have to be calculated. Based on detailed private information in personnel files and earnings-to-date information, the correct amounts of income tax, social security tax, and other deductions from gross wages have to be determined. Stubs,which report various information to employees each pay period, have to be attached to payroll checks. The total amounts of withheld income tax and social security taxes, plus the employment taxes imposed on the employer, have to be paid to federal and state government agencies on time. Retirement, vacation, sick pay, and other benefits earned by the employees have to be updated every pay period.
    7. Prepare internal invoices for the personal use of the Shirakat assets;
    8. Maintain payment records of all invoices received;
    9. Maintain payee statement records of all suppliers and service providers;
    10. Carry out payment of all regular area of office expenses such as office rental, telecommunication (telephone, fax, internet etc) bills, advances, etc;
    11. Maintain and manage all relevant taxation such as withholding tax to Federal Board of Revenue
    12. File Shirakat’s tax returns to FBR

 

(b) Finance/ Budget

  1. Prepare annual financial and budget plan for Shirakat in consultation with Executive Director;
  2. Review and update financial manual, policy and guidelines for Shirakat
  3. Manage short term and long-term investments of funds and maximize interest earnings;
  4. Monitor the development of expenditure, ensuring that budget overruns do not occur and prepare request for possible amendments;
  5. Provide guidelines and format to the programmes for submitting their accounts for budget & balance sheet preparation;
  6. Furnish necessary and classified information to the Board along with analysis and suggestions;
  7. Prepare the following information to strengthen and formalize corporate decision-making process:
  • Annual business plans, Cash flow projection, forecasts and long term plans
  • Budgets including capital, manpower and overhead budgets along with variance analysis;
  • Coordinate and assist Statutory Auditing for annual auditing
  • Consult with programmes and projects to improve financial performance
  • Prepare quarterly operating results and financial reports
    1. Prepare and maintain the following data for statutory auditing, presentation to the Board and Annual Report
  • The financial statement presenting fairly its states of affairs, the results of its operation, cash flows and change in fund positions;
  • Proper books of accounts;
  • Appropriate accounting policies to guide financial statements and accounting estimates preparation;
  • Continuously monitor national/International accounting standards, as applicable in Pakistan, to comply and prepare financial statements;
    1. Sound internal control system for effective implementation and monitoring.
    2. Compile and present the annual budgeting/ Strategic Financial Planning at least once in three months.
    3. Monthly bank reconciliation of all accounts
    4. Generating financial statements as and when required
    5. inventory control and tracking, government forms and tax filings and fund raising
    6. Regular tracking of accounts payable and accounts receivable
    7. Ensuring financial controls which include reconciliations, following accounting principles, implemented with view toward compliance, fraud and theft prevention.
    8. Cash flow record, cash received, petty cash handlings and proper entries into programme/project accounts
    9. Procurement and inventory: keeping track of all purchase orders that have been placed for inventory; maintaining a fixed assets register
    10. Any other tasks assigned

In general the accounting cycle has to be stringently maintained: financial transactions; journal entries; posting; trial balance; worksheet; adjusting journal entries; financial statements; and closing the books

 

© Administration, Logistics and Procurement

  • Carry out all administrative functions including the following:
  • Procurement of goods, services and works;
  • Manage the hospitality & logistics requirements of Shirakat;
  • Manage and maintain (including insuring) the assets of Shirakat includingvehicles, office equipment and others;
  • Maintain stock inventory;
  • Internal Administrative Disputes & Grievances redressal (including disciplinary actions);
  • Manage and control overhead costs & expenses, personnel costs,analyze and suggest cost cutting measures;
  • Establish internal policies for communication and office decorum;
  • Establish group insurance saving scheme (GIS) and staff welfare
  • schemes;
  • Purchase, manage & maintain pool vehicle (s);
  • Develop pool vehicle management manual;
  • Ensure annual maintenance contract (AMCs) of equipment & others;
  • Establish a system to receive and dispatch mails in an efficientmanner;
  • Procure security services (outsource) and establish security system to monitor and secure Shirakat building and its properties;
  • Procure (outsource) and manage housekeeping services for Shirakat building and offices;
  • Make timely procurement of furniture, stationaries and other items required by Shirakat;
  • Make record and timely payment of monthly rent, annual payment to various service provider (e.gfor web space) and renewal of agreement as perthe contract signed;
  • Carry out proper scrutiny, sanction and payment of bills (TA/DA,Medical, Purchase, Telephone & Mobile, Water & Electricity, taxes &newspaper);
  • Ensure regular attendance of employees;
  • Comply with relevant national/ international statutory rules & regulationsstandard in regard to recruitment and procurement;
  • All other administrative matters.
Requirements and Skills

Requirements

The AFO is expected to have a Bachelor’s Degree in Accounting or related field or mid-level accounting professional qualification (e.g. Level 2 ACCA). A minimum of three years’experience in accounting is required, in addition to proficiency in computer skills, including use of spread sheets, database management and word processing. Must be proficient in Peachtree and Quick Books.Good written and oral communications skillsare required. Prior project-related experience would be an asset.

Must have a positive attitude, detail and customer oriented with good multitasking and organizational ability

Fluency in English and Urdu

How to Apply

Persons with special needs, ethnic and religious minorities are encouraged to apply.

Application Instructions:

Shirakat - Partnership for Development is an Islamabad based NGO working for gender justice and positive masculinities. The potential candidate should be based in Islamabad/Rawalpindi but willing to travel to other parts of the country. Applications should be sent to hr@shirakat.org  with cc to shirakat.kar@gmail.com and pc@shirakat.org  by COB 14th Feb 2018. Please note that only shortlisted candidates will be contacted. If you do not hear from us within 2 weeks it will be an indication that other more qualified candidates have been short listed.

send your CV with Cover letter on hr@shirakat.org & pc@shirakat.org with CC to shirakat.kar@gmail.com

About Organization

Shirakat - A Partnership for Development

Shirakat is a non-governmental organization working on human rights and women’s rights in Pakistan. The organization is governed by a board of directors including development professionals, gender and human rights activists and behavioral change communication specialists. The board is responsible for policy guidance, management and review of performance of the organization. Shirakat is a non-governmental organization working on human rights and women’s rights in Pakistan. The organization is governed by a board of directors including development professionals, gender and human rights activists and behavioral change communication specialists. The board is responsible for policy guidance, management and review of performance of the organization. Shirakat is a non-governmental organization working on human rights and women’s rights in Pakistan. The organization is governed by a board of directors including development professionals, gender and human rights activists and behavioral change communication specialists. The board is responsible for policy guidance, management and review of performance of the organization.