JOB TITLE: Finance and Logistics Officer

REPORTS TO: Project Coordinator

Job Grade: II

Duration:  5 Months

Location:  Shangla, KP

Job Summary

The Finance and Logistics Officer will report to the Project Coordinator for day-to-day tasks, while reporting technically to the Finance and Logistics Manager at the country level to ensure compliance with organizational financial policies and donor requirements. He will play an important role by taking responsibility for field projects, organizing and managing vouchers, procurement, and logistics ofthe project team, and consolidating reports and inputs as per Donner guidelines and policies while ensuring project quality.

LOGISTIC MANAGEMENT:

• Support to the PC and Logistic Manager in the preparation of procurement documents (request for quotations, tender dossiers, evaluation grids, evaluation reports, etc.), the launch of procurement procedures, and the awarding of contracts.
• Preparation and issue of purchase orders, in close coordination with the Country Logistic Coordinator and the Finance Unit, for the verification of the financial coverage of each issue.
• The receipt, storage, issue , and distribution of goods procured, according to the project implementation plans.
• Ensure planning and management of goods distributions, including - when necessary - the organization of the loading/ unloading operations, the transportation, the preparation of the distribution site, and the supervision of the “distribution team”.
• When requested, the quality check and the issue of acceptance certificates for the goods received
• Update and record of the procurement register (contracts, purchase orders, payments, etc.), and the regular communication of this information to the administration and the project management.
• Visit the field regularly to ensure that all the field activities are receiving the due logistics support (in terms of vehicles, supplies, equipment, organization of events, etc.)
• Organize any events related to the implementation of the project activities (workshops, seminars, meetings, etc.)
• Ensure the inventory and tracking of furniture, equipment, records, and updates of rent and utility contracts.
• Purchase of routine office supplies and consumables (kitchen items, cleaning materialsgroceriesry, etc.) for the requirements of the base office.
• Ensure the maintenance of the office equipment, based on the Cesvi internal regulations and procedures.
• Ensure the maintenance of electrical appliances, gas appliances, generators, and civil works.

FINANCIAL MANAGEMENT:

• Issuing Petty Cash to team members based on authorized documents.
• Separate Petty cash control and disbursement, to ensure that every payment is validly supported by the required documentation as per Cesvi procedures, for the assigned Project.
• Paying wages to the project's national staff.
• Checking all payment requests before cash disbursement to ensure that each request is made correctly and approved for payment according to Cesvi procedures.
• Issuing, tracking, and clearing advances and ensuring all advance expenses are supported by valid documentation. 
• Preparing Cash Reconciliations as per the imetable fixed with the Project Manager.
• Attach all the respective documents to the respective labels.
• Ensuring the maintenance of all physical documentation in respect of the Cesvi procedures.
• Voucher & Cashbooks ffillin vouchers & reregisterouchers in Excthe el cashbook daily.
• Payment: makes payments for all items and services that have been approved by the Project Manager and/or Finance Manager.
• Make all the payments related to projects that are going on in the field.
• Check the attendance sheet every week and ensure that employees are marking their attendance and leave accordingly.
• Check the time sheet every month and ensure that employees are marking by filling out their time sheets accordingly.
• Finalize the attendance sheet on the 23rd of each month, mentioning the leaves, and update the leave sheet and leave records accordingly.
• Prepare and place a new attendance sheet for the coming month.
• Submit a signed copy of the attendance sheet to Finance on the 23rd of each month, along with other payroll details.
• Follow up with the field office for their monthly attendance and leave(s) balance sheet and place it in the respective files.
• Display the leave balance sheet and any other HR related document on the notice board.
• Process and coordinate with the Insurance Company for timely claim reimbursement of staff.
• EAtAtnd ofdoof year, evaluate the IPD usage of all offices.
• To collect and manage documentation of staff perdiems, accommodation reimbursement et,c, as per Cesvi policy/internalguideliness and facilitate perdiem payments to relevant staff through the ugh financedepartment, finallyy hand overr complete documents oto thetonance department.
• Place documents in proper order and inform employees(s) of any missing documentation.
• Maintain and update the existing employees’ files.
• Provide staff personal files with Finance (when required).
• Other duties as assigned. 
• Be available for any other tasks directly related to the activities of CESVI in different geographical locations in Pakistan in case of emergency provinces.

Qualifications:

a.      Education

Bachelor’s degree in accounting and finance,  .Comm, or any other relevant field of study.

b.      Experience:

• Minimum of 05 years relevant project experience in a isimilarposition in NGOs/INGOs/UN Agencies. Experience of climate change/resilience project implementation will be an extra advantage.

c.       Competencies:

• Superior organizational skills and ability to multitask, work under pressure, mandmemeet deadlinesn a fast-paced, fluid environment.
• Excellent interpersonal communication skills to build the link with staff, partners, government officials, donors, and other relevant stakeholders, an  good presentation skills.
• Creative and flexible with problem-solving skills.
• Demonstrated professionalism and diplomacy.
• Ability to confidently represent oneself to high-level officials.
• Confident and proficient in the use of MS Office,
• Proficiency in Pashto and Urdu required; English an advantage.

6. Duty Station and Travel

• Based in Shangla district, with regular travel to Union Councils, schools, and villages for field activities.
• Occasional travel to Peshawar and Islamabad for training and coordination purposes.