POSITION PROFILE POSITION PROFILE MANAGER FINANCE ADMIN. & HR. Country Representative, Islamabad, Pakistan Date prepared: May 5th 2016

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1 POSITION PROFILE MANAGER FINANCE ADMIN. & HR 1. Identification Position Title: Manager Finance Admin. & HR Reports to/position Title: Country Representative, Islamabad, Pakistan Date prepared: May 5th Organizational Information and broad function of the position: Solidar is a Swiss based International not-for-profit organization, with more than 75 years of work history in around 12 Countries. The programmatic areas of work are Decent Work, Governance, Humanitarian Aid, WASH, Livelihood, and Child Protection with field offices in South and Central Punjab. Based in the main office in Islamabad and reporting to the Country Representative, the position holder takes a leadership role in financial planning & analysis, human resource management, and office administration/logistics for Solidar s operations in Pakistan. He/she ensures that adequate finance, administration and HR procedures and systems are in place, and funds are efficiently used according to Solidar and donor guidelines. The specific responsibilities are: Finance Establish, maintain and monitor financial management systems, procedures and controls, ensuring these are compliant with Solidar Switzerland, donor and Government of Pakistan requirements. Guide and supervise the work of subordinate staff and ensure that the accounting system (Banana) and financial documentation is accurate and up-to-date. Prepare high quality and timely financial reports, including budget narratives and analysis, for internal and external audiences. Develop budgets for project proposals according to project needs and donor constraints. Prepare and review cost & no cost extensions of various projects request and ensure that budgetary tracking is developed to reflect and capture these amendments. To be responsible for the preparation of the annual organizational financial budget ensuring provision of sufficient resources and assets to attain organizational objectives. Ensure that donor grants are in compliance with respective requirements and financial reporting is done accurately and in a timely manner. Provide monthly standard accounting submissions to headquarters; plan and monitor country cash flow requirements; Review and implementation of financial and internal control procedures and ensure that financial standards meet internal and external audit standards. Internal Controls Supervise monthly payroll and make sure the accuracy of inclusion of taxes and deductions; Supervise the Field offices, Financial operation and ensure timely receipt of field office financial information uploads and related documents, where applicable To undertake reviews of departmental operational objectives and all related financial policies affecting the organization s accounting and financial systems To clearly identify strategic issues, opportunities and risks linked to both Solidar`s overall objectives and that of the accounting function. Conduct procumbent compliance test and carry out spots check on petty cash count for Pakistan cash float when required. To ensure staff compliance with the approved financial policies and procedures as well as being up to date of any new accounting and reporting standards. To ensure annual audit compliance and facilitate internal and external audits conducted by HQ or the

2 donors. Review the accuracy of draft annual financial accounts prepared by Finance Officer before the submission to external auditors. Analyze and interpret financial data and recommend changes to improve systems and financial performance. Human Resources / Administration Take the lead on the recruitment of Solidar Switzerland positions in Pakistan. Ensure all staff have valid contracts and that any issues or concerns raised by Solidar staff are addressed in an effective, transparent and timely manner. Support the Country Representative in ensuring Solidar Switzerland fulfills its legal obligations to operate in Pakistan. Coordinate closely with the Project and Logistic Departments to provide support and guidance on finance and staffing issues. Ensure training and capacity building for finance team members in order to increase the level of technical ability and skills within the department and set up quarterly meetings with whole finance team. Ensure financial, HR and administrative records and filing are comprehensive, accurate, secure and up-todate. This includes, but is not limited to, all financial plans, budgets, contracts, agreements and key correspondence. Actively participate in internal Senior Management Team meetings, providing input on finance, HR and administrative issues, and represent Solidar Switzerland in Pakistan to external audiences as required. 4. Supervisory Responsibilities: Finance Officer(s) and Finance Assistants Logistics and HR Officer(s) and Assistants Support staff 5. Education/Professional Designations/Experience: Degree in accounting, financial management or business management/administration or equivalent with at least 7 years of relevant progressive experience; Several years of work experience, preferably in an emergency context, in a position which involved financial analysis, cost accounting and administrative functions; Extensive experience in the development, utilization, and analysis of financial management and monitoring templates and tools as well as exceptional excel computer skills; Solid experience in humanitarian and/or development grant management, ensuring compliance with donor requirements. Experience overseeing human resource management for an organization with over fifty permanent employees; Experienced in supervisory management of staff and experience in development of systems and policies to support operations; Excellent working knowledge of Microsoft Office software. Ability to multi-task, and work to concurrent deadlines with good prioritization and time management skills Flexible, adaptable and results-driven; highly organised, with the ability to prioritise and set deadlines for both him/herself and others. Strong communication, reporting and negotiation skills and experience working as part of a multidisciplinary team; Proficiency in written and spoken English and Urdu is a must.

3 6. Language Skills: Strong communications skills (oral and written). Fluency in English both reading and writing is a prerequisite. 7. Travel Requirements: Need based travel to field (about 10-15%). 8. Other Specific Skill Requirements: Ability to work effectively in a multicultural team of people. 9. How to Apply Interested candidates are requested to please submit their CV by May 28 th, 2016 at hr@solidar-switzerland.org.pk mentioning word Manager FAH in the subject. Application should include:1) An updated CV; and 2) A cover letter which should include your suitability for the position, contact information for three work-related references.

4 POSITION PROFILE PROJECT COORDINATOR (WASH) 1. Identification Position Title: Project Coordinator (WASH), Layyah, Pakistan Reports to/position Title: Project Manager, Layyah, Pakistan Date prepared: May 5 th Organizational Information and broad function of the position: Solidar is a Swiss based International not-for-profit organization, with more than 75 years of work history in around 12 Countries. The programmatic areas of work are Decent Work, Governance, Humanitarian Aid, WASH, Livelihood, and Child Protection with field offices in South and Central Punjab. The purpose of the position is to support the flood affected communities in Pakistan through the implementation of Solidar programme in the Province of Punjab. Solidar programme in Layyah District comprises both WASH and Livelihoods projects. The WASH activities are focused on the provision of Water, Sanitation facilities and Hygiene promotion in schools and with a specific disability component. The Project Coordinator WASH will be responsible for the timely and effective implementation of Solidar WASH project activities and technical work in the field, including orientating and mobilizing schools to support the construction process and trainings; constructing/ rehabilitating sanitation facilities, water supplies, classrooms with access to disabled children; providing comprehensive hygiene promotion, O&M and DRR training to students, teacher and parents in schools; Awareness campaigns. He will be also responsible for liaising with the local beneficiaries and wider communities and for the preparation of comprehensive and accurate reports of the activities at both mid-term and final stages. The WASH Project Coordinator will act under the guidance and supervision of Project Manager and according to Solidar guidelines/procedures and Pakistan legal environment. He will act in a transparent manner, by also taking into account the local socio-economic circumstances. He will also ensure the non-political implementation of all Solidar projects and activities at all times. The specific responsibilities of the Project Manager are: Project Management To ensure that all Solidar project funds and resources are utilized towards the achievement of the project goals, in line with Solidar and donor policies and procedures; To demonstrate sound resource management and accountability with the support of the Project Manager Layyah. To ensure that the monthly work plans are properly developed, reviewed and implemented; To design and implement appropriate and effective project tools and methods including but not limited to surveys, constructions, training sessions; To ensure the effective design and functioning of needs assessments and beneficiary selection methods according to standardized set criteria and to transparently share these with the beneficiaries and their communities in line with Solidar conflict sensitivity approach To supervise and support the Hygiene Promoters in the implementation of assessment tools and methods such as KAP surveys, selection of final beneficiaries, internal evaluations etc.; To establish, manage and implement monitoring and evaluation systems for the activities and to train the relevant staff in this regard in close coordination with the Project Manager Layyah and National Programme Manager Islamabad. Technical field work To supervise and support the work of the Field Engineers, including preparation of the BoQs and implementation of the construction aspects of the project regarding the water supply installation as well as

5 inclusive floods-resilient sanitation facilities construction; To control that Solidar and donor s minimal quality standards and regulations are always followed in terms of WASH; To ensure that construction work plans are enacted successfully and in time. Trainings To support the Training Coordinator (if any) and Hygiene Promoters in organizing and conducting different training sessions, specially CHAST, including Orientation, Hygiene Promotion, O&M, DRR, Follow-up and additional trainings; To develop effective training materials and hand-outs in local language/urdu/english; To assess the outcome of the training and the capacity acquired by the participants in order to look for continuous improvements; To manage the databases related to Hygiene Promotion training sessions, both CHAST and Parent- Teachers associations. To assess the outcome of the training and the capacity acquired by the participants in order to look for continuous improvements. Coordination, Communication and Reporting To closely coordinate and facilitate all activities with the respective provincial and local government authorities, and other agencies in the project area to ensure the full integration and non-duplication of Solidar activities in the local context; To be proactive in keeping the Project Manager (Layyah) regularly informed about the achievements, plans and obstacles in the WASH Project; To organize regular meetings with the Training Coordinator, Hygiene Promoters and Field Engineers and other staff as necessary to ensure maximum understanding, coordination, progress and effectiveness of the project activities and prepare meeting minutes; To draft a comprehensive and detailed weekly/biweekly/monthly Situation Report (Sitrep) to be submitted to the Project Manager (Layyah), in order to follow up on the progress of all project activities; To ensure that all materials and information needed for the drafting of regular and final reports to donors, government ministries and headquarters are submitted in time; 4. Supervisory Responsibilities: Technical Staff, Field Engineer(s), Hygiene Promoters 5. Education/Professional Designations/Experience: B.Sc Civil Engineering/master in environmental science or relevant equivalent qualification. At least 5 years of practical work experience with NGOs, preferably INGOs (working in emergencies) at similar position. Experience in community and schools based projects, knowledge of PHAST and CHAST approaches and knowledge of inclusive WASH would be an asset Knowledge of compliance requirements for major donors with the proven ability to establish compliance systems. Expert level skills in usage of MS Excel and other office applications. 6. Language Skills: Strong communications skills (oral and written). Fluency in English both reading and writing is a prerequisite. Knowledge and basic expertise in local language (Saraiki) will be an advantage.

6 7. Travel Requirements: Frequent travel to field and need base travel to Country Office, Islamabad 8. Other Specific Skill Requirements: Ability to work effectively in a multicultural team of people. 9. How to Apply Interested candidates are requested to please submit their CV by May 28 th, 2016 at hr@solidar-switzerland.org.pk mentioning word PC-WASH in the subject. Please note that applications will be reviewed on rolling basis and position may be filled before closing date. Application should include:1) An updated CV; and 2) A cover letter which should include your suitability for the position, contact information for three work-related references.

7 POSITION PROFILE FINANCE ASSISTANT 1. Identification Position Title: Finance Assistant - Islamabad Reports to/position Title: Finance Officer, Islamabad, Pakistan Date prepared: May 5th Organizational Information and broad function of the position: Solidar is a Swiss based International not-for-profit organization, with more than 75 years of work history in around 12 Countries. The programmatic areas of work are Decent Work, Governance, Humanitarian Aid, WASH, Livelihood, and Child Protection with field offices in South and Central Punjab. The Finance Assistant will be responsible for all aspects of the day to day Finance and Admin functions of the Solidar office in in Islamabad. The Finance Assistant will ensure effective implementation of the Finance and Admin control systems according to Solidar guidelines, procedures and management within Pakistan legal environment. The specific responsibilities are: Cash/Bank and Voucher Management Ensure an accurate and proper petty cash record of all needed cash transactions for the Islamabad office Prepare invoices for cash, bank and cheque payments in accordance with Solidar financial guidelines and in cooperation with the Finance Officer Islamabad. Ensure timely signature and posting of vouchers in the accounting software, on weekly basis. Ensure the cash box is secure and that cash counts are performed under the supervision of the Manager Finance, Admin. & HR (MFAH); then close cash box signed by the Finance Officer and MFAH on a weekly basis Check the supporting documents to ensure that the correct financial and purchasing procedures have been adhered to before payments are made. Review all the vouchers received from field offices and implementing partners on the month end, generate queries, if any and post transaction to the accounting software. Coordinate and ensure approval of the petty cash vouchers from MFAH. Ensure deduction of income tax from all taxable transactions of vendors, services providers, in line with the tax laws in Pakistan and ensure that tax returns are deposited in the government treasury on timely basis and maintain proper record/files for the tax transactions. Provide the copies of income tax challans/proof to individual staff members, vendors and services providers after depositing the returns in the government account. Manage the financial records both electronically and physically. Ensure that all vouchers filed are complete, accurate and according to Solidar guidelines. Support the Manager (FAH), in ensuring that HR procedures (leaves, medical insurances, contracts, encashment, provident fund etc.) are in place and followed by SOLIDAR staff in accordance with SOLIDAR regulations and procedures and reporting all arising problems. Office Management and Coordination Support Manager FAH in effective functioning of Solidar office in Islamabad. In the absence of the Logistics Assistant, to act as his/her replacement by ensuring the maintenance of the office equipment and all related matters, including the premises. This includes the supervision of the cleaning service and to ensure that it is according to the agreement. To coordinate, communicate and respond to the needs of the SOLIDAR staff, based in the field, regarding all financial and admin matters. In close coordination with the Finance Officer Islamabad, visit the banks for issues pertaining to Solidar-

8 Switzerland business and assist the Finance Officer Islamabad on bank transaction. 4. Supervisory Responsibilities: Support staff (on need basis) 5. Education/Professional Designations/Experience: Master degree in Finance, Accounts or equivalent. At least 4 years of practical work experience with NGOs, preferably INGOs (working in emergencies) at similar position. Knowledge of compliance requirements for major donors with the proven ability to establish compliance systems. Demonstrated expertise in financial reporting, usage of accounting software. Expert level skills in usage of MS Excel and other office applications. 6. Language Skills: Strong communications skills (oral and written). Fluency in English both reading and writing is a prerequisite. 7. Travel Requirements: Need based travel to field (about 10-15%). 8. Other Specific Skill Requirements: Ability to work effectively in a multicultural team of people. 9. How to Apply Interested candidates are requested to please submit their CV by May 28 th, 2016 at hr@solidar-switzerland.org.pk mentioning word FA in the subject. Application should include an updated CV which should include contact information of two work-related references.