Senior FLA (Finance, Logistic and Admin) Supervisor
Afghan Technical Consultants (ATC) DoS and UN Funded INGO
Total years of experience :6 years, 8 Months
Senior FLA (Finance, Logistics, and Admin) Supervisor
Afghan Technical Consultants (ATC)
From Jan 2022 to now
Finance:
I am responsible for the supervision of admin, finance, and logistics departments.
daily activities, budgeting, attending finance-related meetings on behalf of the
organization, participating in proposal development, and supervision of finances.
reporting for the UNDP, UNOCHA, DoS-funded awards and UNOPS, responding to all financial audits including OIG and SIGAR.
Verify accounting entries, Book-keeping, and trail balance and ensure that they are!
recorded properly in the relevant project system.
Review and verify monthly bank reconciliation statements.
Review updated bank balance control documents in respect of the bank accounts and
coordinate with the Deputy Directors / Director for fund requests to be sent to the donors.
Review budget control concerning the projects handled and identify key areas to the respective departments for necessary action.
Review the process of foreign currency exchange for projects and review the exchange gain/loss workings.
Review separate accounting programs and databases for various projects and ensure that regular backups of data are taken.
Monitor and verification financial statements including monthly trial balance, monthly income, and expenditure statement, and monthly fund reconciliation statement for the relevant project to be submitted to the senior management and the donor/monitoring agency.
Arrange training and informative sessions for the field and head office finance staff.
Review the reconciliation of inventory listings regularly with the system maintained by the logistics department.
Monitor finance, admin, and logistics staff stationed with teams, site and field offices, and assistant field officers stationed at the head office.
Monitor and supervise the performance of the finance staff working in the head office.
Finalize the annual project budgets with the help of all the departments of the organization and ensure that all relevant areas are covered during the budgeting process.
Prepare for various project audits conducted by internal audit staff, and monitoring agencies.
Appraise the performance forms for the finance staff in the head office.
Logistics:
Final check of all the bills, store receipts, comparative forms, and proposals and prepare the
same for obtaining the ATC authority’s approval.
Continuing control for proper and timely performance of the logistics/transport personnel.
Controlling the project accountants’ documents from the logistics point of view and adopting measures for improvement.
Preparing appropriate reports for major procurements and logistic expenses at the end of each quarter for presenting to the ATC authority.
Checking and listing any shortcomings existing in the project’s logistical/transport.
documents at least three times per annum.
Preparing a list of main equipment and necessary reports for presenting to UNOCHA.
Checking the ATC plan for major procurements and follow-up of the same by the logistics office.
Admin:
Assist Admin Manager in overall performance in administration tasks such as looking after the presence of personnel in the office and checking and controlling the attendance book.
Ensure that all attendance and leave records from the HO/Site/field officers are regularly checked monthly and a summary is prepared for the admin manager.
Ensure that relevant HO/Site/field staff understand SOP procedures and their duties.
Monitor and supervise the activities of housekeeping such as looking after the cleanliness of
the central office and its related vehicles.
Monitor and supervise the use of the office vehicle and its logbook at the central office vehicles.
Supervise performance of asst. admin officer, admin asst. clerk, guards, cooks
Keep up to date checking and controlling official administrative letters, and insurance.
documents, and register book in/out.
Prepare vouchers for cash disbursements, with secondary approval sought from the Deputy Director of Admin and/or Director. This includes reviewing proper receipt documentation according to the SOP of the donor agency.
Monitor and supervise the disbursement of payroll for staff. This will involve reviewing time sheets for proper approvals and allocation of billable hours, holidays, and leave.
Assist in preparing monthly forecasting of operating costs and preparing a budget for the office once per month for funding.
Prepare monthly bank reconciliation and process for approval of the Deputy Director of Admin and/or the Director, and forward to the Donor/Sponsoring agency for fund request.
Make the process of foreign currency exchange for projects and review exchange gain/loss workings.
Maintain separate accounting programs and databases for various projects and ensure that regular backups of data are taken.
Prepare financial statements including monthly trial balance, monthly income, and expenditure statement, and monthly fund reconciliation statement for the relevant project to be submitted to the senior management and the donor/monitoring agency.
Transfer required funds to the regional offices regularly and ensure that excess funds are not available at such offices at any given time.
Make the process of payments in respect of payroll and petty cash to employees at the head office.
Prepare reconciliation of inventory listing regularly with the system maintained by the logistics department.
Monitor finance, admin, and logistics staff stationed with teams, site, and field offices as well as central office and assistant field officers stationed at the head office and ensure that they are performing their functions effectively and efficiently.
Prepare the annual project budgets with the help of all the departments of the organization and ensure that all relevant areas are covered during the budgeting process and audit procedures as well.
Arrange training and informative sessions for the field and head office finance staff.
Maintain and update personal files along with relevant documentation such as employee contracts, correspondence with the employee, annual appraisal forms, and other information
Prepare payroll sheets for staff. Based on the attendance register and prepare salary sheets for the field staff based on the salary reports received from the field admin staff.
Transfer the related pension amount to the pension bank account based on salary calculations done as mentioned above.
Check on a test basis, salary records received from field offices and compare them with the related attendance registers and sheets to avoid discrepancies and prepare a report for the mentioned activity for the senior management
Deduct taxes from the employee payroll based on the relevant tax laws as applicable in the country and deposit them in the Ministry within the stipulated time limit including the deduction of security fund contributions from new employees as per the organization’s policy.
Make payroll payments to the head office employees in coordination with the finance department staff member performing the same task.
Coordinate with Admin staff in maintaining and updating employee database for payroll, pension, security fund, and insurance and update.
Supervise the admin clerk (payroll) in performing the related admin and payroll functions
Prepare an annual team monitoring plan Check each team twice regularly or irregularly per month.
Evaluate teams demining operations and alert them of the faults in their work Ensure that the correct clearance, marking, and safety procedures are being employed Take acknowledgment from the command group for the correction of faults and improvement of weak points Notify Field and Site Officers of the SOP and their duty statements and follow up on the decisions made during seminars on this issue.
Investigate demining accidents and prepare a separate file for each accident Prepare and develop monitoring forms for MDUs and EOD teams Provide on-time feedback to the Training Officer of the organization regarding technical problems in the field to be addressed in refresher/revision courses conducted by the Training Body
Carrying out QC of some spots of the cleared areas, as samples.
All QA and QC results and non-conformities are to be recorded in the Site Log
To plan and execute audits by accepted ATC Standing Operating Procedures/SOP report audit findings and make recommendations for correcting unsatisfactory conditions, improving operations, and reducing cost.
To perform special reviews at the request of ATC management plan the theory and scope of the audit and prepare an audit program annually as per standard guidelines of the donor/coordinating agency.
Determines the auditing procedures to be used identifies the key control system points and professionally performs the audit following the approved audit program as per SOP.
Notify the senior executive management team and/or the Director of any control system weakness or breakdown as an early warning for major undesirable effects.
Obtains, analyses, and appraises evidentiary data as a basis for an informed, objective opinion on the adequacy and effectiveness of the system of control and the efficiency of performance of the activities being reviewed.
Makes oral or written presentations to Sr. the executive management team and the organizational Director during and after the examination, discussing deficiencies and recommending corrective action to improve operations and reduce unnecessary costs.
Prepares formal written reports, expressing opinions on the adequacy and
Effectiveness of the system and the efficiency with which activities are carried out and appraise the adequacy of the corrective action taken to improve deficient conditions.
Transferring the purchased goods from the bazaar to the central Store.
Transferring the purchased goods to sub-offices and site offices.
Keeping the inventory of rental houses.
Keeping the contract of rental houses.
Keeping the contract of equipment.
Assisting with the Daily purchase.
Keeping a record of goods supplied to sub-offices and Site Offices
Repairing all equipment of the central office, Sub-office, and Site Office
Preparing the records of equipment’s repair, indicating the date, Number
Parts replaced the cost of repair and the serial amount of equipment.
Conduct necessary procurement processes, both national and International, collecting quotations and processes for necessary approval.
Collect data/quotations for the report on the result of the bid and prepare a purchase order as per requisition as approved.
Maintain accurate records of each procurement process to facilitate later audit systems.
Keep to date list of suppliers national and international from where goods are procured locally.
Arrange to procure goods as per approved requisition.
Forward bills to the finance section for payment after receivable of goods in conditions and store entry.
Any other duty assigned.
I have operated the following programs during my studies likes, Networking, Database, Operating Systems, etc
I have operated the following programs in the field of IT Database system
English, Mathematics, Chemistry, Urdu, Pakistan Studies, and Islamayat.
English, Urdu, Biology, Chemistry, Physics, Mathematics, and Islamayat
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