Admin & Finance Officer Verified listing

Financial Management and Accounting

• Maintain accurate and up-to-date financial records including ledgers, journals, and bank reconciliation statements.
• Process all project-related payments including staff salaries, vendor payments, and operational expenses.
• Ensure all expenditures are properly authorized, documented, and coded against the approved budget.
• Prepare monthly, quarterly, and annual financial reports for submission to WFP and Muslim Hands management.
• Monitor cash flow and ensure sufficient funds are available for project activities.
• Maintain petty cash fund and conduct regular cash counts.
• Ensure timely reconciliation of all advances and expenses.

2. Budget Monitoring and Control

• Track project expenditure against the approved budget.
• Prepare budget vs. actual reports regularly and alert the District Coordinator of any over-expenditure or under-utilization.
• Support development of budget revisions and financial forecasts as needed.
• Ensure cost-effective use of resources and identify potential savings.
• Monitor budget allocation for gender mainstreaming activities.

3. Cash Transfer Management for Beneficiaries

• Coordinate with WFP on cash transfer mechanisms.
• Process beneficiary cash transfers in multiple installments for all targeted households.
• Ensure timely bi-monthly cash transfers across the implementation period.
• Maintain accurate beneficiary payment records and receipts.
• Reconcile cash transfer disbursements with WFP and financial service provider statements.
• Support verification of beneficiary identities prior to cash distribution.

4. Procurement and Logistics Support

• Support procurement of all Non-Food Items (NFIs) including tools, construction materials, protective equipment, seeds, and plantation inputs.
• Ensure procurement follows Muslim Hands and WFP policies including competitive bidding and documentation.
• Maintain asset register for all project equipment including vehicles, office furniture, and technology.
• Coordinate vehicle management including fuel tracking, maintenance, and log sheets.
• Manage office supplies and stationery inventory.

5. Human Resources and Payroll Administration

• Maintain personnel files for all project staff including contracts, timesheets, and leave records.
• Process monthly payroll for project staff ensuring accurate calculation of salaries, benefits, and deductions.
• Track staff attendance, leave balances, and overtime.
• Coordinate recruitment of project staff as needed including job postings, interviews, and onboarding.
• Ensure all staff have valid contracts, timesheets, and performance evaluation records.

6. Office Administration and Management

• Oversee day-to-day administration of Muslim Hands field office in Buner and Shangla.
• Ensure office rent and utilities are paid on time.
• Manage office maintenance, security, and cleaning services.
• Maintain filing systems for all financial, administrative, and project documents.
• Coordinate staff travel, accommodation, and transportation arrangements.
• Ensure proper display of visibility materials at the office and project sites.

7. Compliance and Audit Readiness

• Ensure all financial transactions comply with WFP, GCF, and Muslim Hands policies and donor regulations.
• Maintain proper supporting documentation for all expenditures including invoices, receipts, contracts, and approval forms.
• Prepare for internal and external audits including document retrieval and explanations.
• Implement audit recommendations as directed by management.
• Ensure compliance with tax regulations and statutory deductions.
• Maintain confidentiality of all financial and personnel information.

8. Reporting and Coordination

• Prepare and submit monthly financial reports to the District Coordinator for review and onward submission to WFP.
• Coordinate with WFP finance team on reporting formats, deadlines, and financial compliance matters.
• Support the District Coordinator in preparing financial sections of donor reports.
• Participate in project review meetings and provide financial updates.
• Assist MEAL Officer with financial data for cost-benefit and ROI analysis.
• 9. Safeguarding and Cross-Cutting Issues
  • Ensure financial processes do not create barriers for women, persons with disabilities, or marginalized beneficiaries.
  • Support safe and accessible cash distribution mechanisms for vulnerable groups.
  • Uphold confidentiality of beneficiary payment information.
  • Report any financial irregularities or safeguarding concerns through official channels.

  Ensure gender-sensitive budgeting and tracking of gender-related expenditures.

Required Qualifications & Experience

• Bachelor’s degree in Finance, Accounting, Business Administration, or related field (Master’s preferred).
• Minimum 5 years of relevant work experience in finance and procurement, preferably in the development/humanitarian sector.
• Strong knowledge of donor financial compliance (preferably FCDO, EU, or UN agencies).
• Proficiency in accounting software (QuickBooks, ERP, etc.) and MS Office (Excel, Word, Outlook).
• Solid understanding of procurement procedures and market analysis in KP.
• Experience in coordinating with multiple stakeholders including donors, CO, and field offices.
• Strong interpersonal and communication skills, with fluency in Pashto and other local languages considered an advantage.

Key Competencies

• High integrity and ethical standards.
• Excellent organizational skills with attention to detail.
• Strong problem-solving and analytical abilities.
• Ability to work under pressure and meet tight deadlines.

Team-oriented, proactive, and adaptable.

• Muslim Hands maintains a zero-tolerance policy towards discrimination and unequal power dynamics and is fully committed to equity, inclusion, and safeguarding (PSEA).
• As part of our Safeguarding Policy, all applicants must present a valid CNIC and proof of qualifications/experience at the time of test/interview.
• Muslim Hands has a ZERO tolerance policy on prevention of Physical and Sexual Exploitation and Abuse (PSEA), Safeguarding, and child protection/GBV, which is part of MH code of conduct and Ethics.
• As part of the application process, all candidates must complete and submit a Self-Declaration of Criminal Convictions Form (attached with this Job Description).
• We are an equal opportunity employer and actively encourage applications from all qualified individuals, irrespective of gender, ethnicity or origin, disability, political beliefs, religious beliefs, sexual orientation, or socio-economic status to apply to become a part of the organization
• If this role aligns with your skills and values, we encourage you to apply by submitting a detailed CV - along with Covering Letter.
• Please note that only shortlisted candidates will be contacted.