National Operations Officer
UN-Habitat
Total years of experience :21 years, 10 months
To maintain accurate financial resources management, in accordance with UN financial rules and regulations, and supervision of operations team in provincial office, including: preparation of budgets and cash forecasts/flow of provincial expenditure; proper planning, expenditure tracking and audit of financial resources at the provincial level; monitoring and control of field budgets and expenditures, including backstopping support to International Senior Operations Officer as required; preparation of regular and ad hoc financial reports.
Ensure effective human resources management in accordance with the applicable SOPs, including: liaison with Country Office Islamabad to ensure timely and effective recruitment of UN-HABITAT provincial and field offices, management of staff contracts, leave monitoring, verifying attendance records and staff payroll.
Ensuring provision of efficient procurement and logistical services, in accordance with UN rules and regulations to achieve: preparation and management of procurement documents; conducting procurement process proper under normal and emergency conditions
submitting evaluation results to LCC; maintaining proper procurement records for audit and accountability purposes, including inventories; proper management of UN-HABITAT assets, facilities and logistical support; ensuring timely delivery of materials to field offices; ensuring smooth staff travel from/to field based on approved TA; ensuring timely organization and implementation of training at field or provincial level; training and guiding operational staff in the field on procurement procedures.
Monitoring of Shelter progress and report to management. Verification of door to door beneficiaries in projects intervention areas. Checking of CAs (Community Agreements) and BoQs. Checking of CBOs Financial and procurement records and provide support. Ensure adherence to UN-HABITAT operational policies, procedures and standards of conduct.
Design, develop, implement and manage the operations functions including administration, finance, procurement, logistics, security for the provincial and field offices of the province; Ensure full compliance of operations with UN-HABITAT rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets and monitoring of achievement of results; Liaise with public agencies and government officials at different levels in the province.
Participate in the recruitment and selection process of project personnel and short term consultants for the provincial and field offices staff; Maintain staff attendance, leave records, travel authorizations and maintain the relevant information for the respective province and field offices.
Planning, expenditure tracking and audit of operational and financial resources; Monitoring and control of field budgets including backstopping support as required; maintaining a petty cash account; Prepare forecast for the expenditure every month in the respective budget lines as per the budget limit provided by country office; Prepare, monitor, analyze and revise project work plans and budgets to ensure efficiency and effectiveness of project activities;
Provide accurate budget and expenditure reports to the management; Ensure timely preparation and submission of status or ad hoc reports as required by CPM & CTA, donors and other partners.
Manage all procurement activities, Contract and lease development; compliance to the terms and conditions of the contracts/leases, and safeguarding the interests of the organization as per the UN-HABITAT rules and regulations; Development of transport management policy on the purchase and rental of vehicles, recruitment of drivers, planning scheduling of vehicles and drivers, and monitoring fuel and maintenance expenditure trends; Ensure safety and security of the staff and office premises; adherence to UNDSS advisories; attendance at ASMT meetings.
Supervise and coordinate the provision of all administrative, personnel and financial support require to the project; Manage projects accounting and financial system by ensuring that appropriate control and reporting structures are maintained in accordance with UN-Habitat financial rules and regulations, and co-ordinate use of filed financial resources; Coordinate and act as focal point for issues relating to finance (including salary, payment of DSA, Hazardous, accrued annual leave, process of invoices and receipt of Funds);
maintaining finance/account and related work of project; Preparing monthly forecast for the expenditure in the respective budget lines as per the budget limit provided by country office; Handling all the project expenditures on a daily basis and ensure that the disbursement voucher and supporting documents are in order; Ensure that the expenditures are incurred/booked in the same budget lines, where forecasted.
Participate in recruitment and promotion of the Programme personnel through panel cycle; Co-ordinates processing of whole complex routine personnel forms such as attendance and leave reports, etc. and all entitlements of the staff; Coordinate and act as focal point for issues relating to human resources including recruitment, promotions, annual leaves.
Supervise plans related to the security and safety of Programme personnel and property and submits required security reports; Responsible for safety and security matters related to personnel, vehicles and incident reports; Remain in close coordination with the respective radio room and UNDSS, for the travel of the staff to the field areas; Responsible for overall security matters related to facilities, equipment and personnel as “security focal point” for the field office.
Responsible for local procurement in accordance with UN rules and regulations; Handle all contracts related issues for locally rental vehicles in the field office and contracts for the rent of office space.
Manage projects accounting and financial system by ensuring that appropriate control and reporting structures are maintained in accordance with BRSPs financial rules and regulations; Prepare and consolidate budget quarterly report for Program Managers and Management for review; Ensure the request for project funds are prepared in accordance with BRSP standard and procedure; expenditures are made in accordance with donor’s requirements; accounting records and supporting documents are kept; required financial reports are prepared; financial operations are transparent and financial procedures/regulations are properly applied; Preparation imprest sheets; Reconciliation of Bank accounts; Preparation of “Expense update report” of each project on monthly basis; Deal with banks as a focal person.
review of financial reports of regions; Draft reporting to different donors as per their reporting schedule;
Make sure that the staff adheres to the general BRSP’s procurement and financial policies and other standards.
Coordinate with procurement, logistic & other administrative departments to ensure accurate payment and oaths ongoing costs; Arrange Air tickets for staff travel; Maintain and update fixed assets and inventory records; Process utility & communications bills well in time; Process field office rentals; Supervise and coordinate the provision of all administrative, personnel and financial support; Ensuring that appropriate control reporting structure are maintained in accordance with BRSP Rules and Regulations; Prepare and keep records of project’s correspondence, project inventory, project documentation, project reports, project archive appropriately.
Provide administrative support during trainings and meetings; Facilitate regional and field unit drivers to maintain vehicle control sheet as per office requirement; Proper usage of first aid kits and field staff facilitation;
Supervise and administer daily accounting and finance functions including the timely recording of transactions, cash management, banking, payroll, inventory, receivables and payables; Ensure Mercy Corps systems for internal control, compliance, and accounting date processing and financial reporting functions in accordance with donor regulations; Provide monthly standard accounting submission to Mercy Corps Country Office, including general ledger files, account reconciliations, expenditures by cost centers/projects, as well as other financial information in a timely and accurate manner; Perform audit and review of report from implementing partners and provide technical assistance
Co-ordinate with internal and external auditors.
Assist Director Finance in developing and maintenance of local office policies and procedures;
Follow the code of ethics of the accounting profession; Ensure compliance with Mercy Corps’ procurement policies and procedures for all goods and services.
Prepare various statements regarding project expenditures in different head of accounts;
Deal with daily accounting of the organization and book-keeping;
Ensure all third party payments (Vendors) are timely made and properly acknowledgements have been obtained;
Reconciliation of bank accounts;
Strictly pursue the chart of accounts;
Ensure monthly project wise statement of cash flow have been furnished; Ensure cash request to country office have been furnished by keeping in view the sufficient funds transfer time; Allocation of expenditure and make sure the expenses are allocated to correct heads of projects; Ensure all accrued expenditures have been cleared from payable account within the liquidation period; Amortization of prepaid rents and insurance; Finalize monthly reports and upload to MAS90 (Accounting Software); Supervision of more than 10 finance assistants and officers of Mercy Corps in different areas of Balochistan and Sindh.
Accounting Management - ensuring financial data is properly recorded on timely basis; Proper filing of financial documents; Petty Cash handling; Daily bank accounting, reviewing vouchers; Writing of cheques; Maintain bank and cash sub journals; Reconciliation of bank accounts; Providing cheques to vendors, follow up on outstanding cheques; Efficient Filing of financial data; Review the entered data; Ensure expenses are booked to exact project and account; Making sure that the staff adheres to the general Mercy Corps procurement and financial/personnel policies and other standards set by the MC management; Coordinate with Program Directors, Project Managers, Senior Administrative staff, Program Coordinators and Finance staff; Timely collection of revenue and provide assistance in implementation of transparent and accurate systems for revenue collection; Ensure commitments for timely payments; Coordinate with procurement, logistic and other administrative departments to ensure accurate payment and oaths ongoing costs; Coordinate with finance team to maintain quality of transactions and accounts.
• Master of Business Administration (Finance), Iqra University, Quetta, 2005.
• Bachelor of Arts (B.A), University of Balochistan Quetta, 1999
• Secondary School, Balochistan Board of Intermediate, 1994