PAKISTAN NATIONAL AIDS CONSORTIUM JOB DESCRIPTION

Job title:                   Finance/Administration Manager
Based:                      Karachi/Lahore/Peshawar/Quetta/Gilgit
Reports to:              Manager, provincial / regional NGO consortium / network

MISSION

Prevention and control of HIV/AIDS in Pakistan

Job Purpose

The Pakistan National AIDS Consortium (PNAC) is a network of 6 provincial/regional NGO networks throughout Pakistan. PNAC was founded in 2000 and is constituted of the Punjab AIDS Consortium (PAC), the PNAC Sindh Office, the Balochistan AIDS Network (BAN), the Northwest Frontier Province AIDS Consortium (NAC), the Northern Areas AIDS Control Consortium (NAACC) and the Kashmir AIDS Consortium (KAC). Each provincial/regional consortium represents member NGOs, who work to prevent HIV/AIDS in Pakistan and/or to provide care and treatment for people living with HIV/AIDS. PNAC does not currently have members, but instead represents the provincial/regional consortia at the national level and in the future will provide support and services, through a professional staff, to the provinces.

In 2004, the European Commission (EC) and DFID funded a project entitled “Building-Up Rights-Based Approaches to HIV/AIDS in Pakistan: A National Civil Society Capacity Building Project.” Commonly known as the TAMEER Project, this programme aims to radically enhance the capacity of HIV/AIDS NGOs and to help them be effective and enduring partners in public-private sector partnerships fighting HIV/AIDS. This includes enhanced governance, as well as strategic, organisational, technical and project identification and management capabilities, and increased joint planning and coordination. The TAMEER Project is being Implemented by Pakistan National AIDS Consortium (PNAC), other partners include Interact Worldwide Pakistan (IWP), KIT Health of the Netherlands, AIDOS from Italy, and the Centre for Population Studies of the London School of Hygiene and Tropical Medicine

Essential facets of the role include working with Pakistan National AIDS Consortium (PNAC) to establish financial and administrative systems to be used throughout Pakistan, providing technical assistance to provincial/regional NGO consortia/networks, budgeting new projects and proposed project, overseeing procurement, and hiring and supervising support staff. In addition the post holder will participate in supporting the personal development of other colleagues and partners as appropriate, and assessment and provision / management of high quality capacity building and technical assistance inputs.

Main Responsibilities

With support from the consortium/network Manager:

Provide financial and accounting management and direction in the overall programs of the consortium/network, in compliance with PNAC and donor requirements and Generally Accepted Accounting Principles.
Ensure the financial integrity of the operation with regards to controls, systems, financial reporting, and resource development.
Manage administrative function and establish internal administrative systems and controls.
Contribute fully to implementation and oversight of technical assistance to NGO members in the area of financial accounting and management.
Assess and provide / manage high quality capacity building inputs to consortium/network members
Build support for the provincial/regional AIDS consortium/network

Main Areas of Work

1. Provide financial and accounting management and direction

Liaise with key stakeholders, including PNAC, donors, and other partners as appropriate.
Contribute to the development of the consortium’s/network’s strategic priorities and operational plans.
Provide financial management advice and assistance to the Manager, including assistance in the preparation and monitoring of project budgets and annual budgets.
Lead in the preparation of budgets and assist in the preparation of operational plans, ensuring adequate resources for project implementation, and adequate resources to provide support to the projects
Provide technical support to project staff in financial management accounting; provide opportunities for training and orientation in finance and accounting

2. Ensure the Financial Integrity of the Operation

Implement and maintain accounting and financial internal control systems in order to provide appropriate level of security over the projects resources and operations, in consultation with the PNAC National Finance Manager
Review and update financial policies and procedures
Ensure timely and accurate submission of financial reports
Manage the financial and compliance aspects of government and donors and ensure that expenses are incurred consistent with grant agreements
Prepare the monthly closing of accounts and send Tameer project data to PNAC
Prepare monthly financial management reports for managers and donors, including financial narrative, and variance analysis, when necessary
Monitor cash flow through preparation of cash budgets and funding requests to ensure that sufficient cash is always available to meet operational needs
Set up, maintain, and fully utilise computer accounting system features. This includes setting up of grant accounting, use of standard chart of accounts, month-end procedures, back-up, etc.
Provide support during internal and external audit and ensure that appropriate measures are taken to address audit findings and recommendations
Take initiative on cutting costs without compromising quality

3. Manage administrative function and establish internal administrative systems and controls

Manage human resources policies and procedures, including taxation, salary reviews, provident fund, employee manual, and health insurance administration.
Ensure proper use and maintenance of physical assets and office, including vehicles, equipment, furniture, and office building. Arrange for repairs as necessary.
Ensure security of office, staff, and physical assets belonging to the organisation.
Facilitate IT needs of office
Facilitate/oversee procurement process
Establish systems to facilitate efficient vehicle use and proper maintenance.
Hire, train, and supervise support staff

4. Contribute fully to implementation and oversight of technical assistance to partners in the area of financial accounting and management

Contribute to assessment and provision / contracting of high quality technical assistance inputs, as appropriate, and identification of suppliers required in this regard.
Contribute to internal and external reporting, as required.

5. Assess and provide / manage high quality capacity building

Attend training of trainer courses and conduct trainings
Contribute to building the financial skill capacity of member NGOs
Contribute to mentoring and personal and organisational development support to member NGOs

6. In Addition

Assist with resource mobilisation, including project design and proposal writing
Provide personal / career development support and training to other team members, as required.
Assist the Manager in developing the quarterly workplan
Assist in the preparation of quarterly and annual reports
Provide technical backstopping to the consortia/networks members as required
Assist in knowledge management process
Undertake business travel as required
Undertake any other activity that contributes to the smooth running and development of the consortium/network.

Job Purpose

Main Responsibilities

Main Areas of Work

1. Provide financial and accounting management and direction

Provide personal / career development support and training to other team members, as required.