Social Welfare Department, FATA

Terms of Reference (ToR)

Admin & Finance Officer (Child Protection Van Project)

PURPOSE OF THE POST

Social Welfare Department, Federally Administered Tribal Areas (FATA) has partnered with UNICEF
to launch a community-based mobile Child Protection Van project in eight select villages of Bara,
Khyber Agency. The project is designed for 15 months, initially, with the aim to produce learning
from experience for informing future scaling-up and sustainability approaches. The project will be
implemented under the overall guidance of two Project Management Committees (PMCs). The
Directorate level PMC is chaired by the Director SWD FATA and works on strategic matters of the
project whereas the Agency level PMC works for the operational matters of the project. The project
will be implemented through a customized Van which will be managed through contracting the
services of an appropriate company for operational and daily maintenance.

An Admin & Finance Officer, is therefore, needed for the management of administration,
operations and resources particularly finances, including preparing financial statements,
maintaining cash controls, preparing the payroll and personnel administration, purchasing,
maintaining accounts payable and managing office operations.

Following are the specific roles and responsibilities of the Admin & Finance Officer:

 Maintenance of the office record, including; inventory, vehicle records, attendance and
leave records, etc;
 Ensure an adequate system for monitoring the maintenance of vehicles including Van and
other IT equipment and fixtures and ensure their regular maintenance and upkeep;
 Maintenance of proper filing system for all incoming and outgoing correspondence;
 Undertake procurements for the project activities following the applicable policies,
procedures and guidelines;
 Oversee all operational matters and support smooth implementation of the project at the
field level as well as in coordination with stakeholders;
 Ensure that proper financial procedures and systems are operated and maintained
throughout the project;
 Maintain a cash forecasting system to ensure that adequate funds are available to meet the
working requirements of the project;
 Monitor on-going levels of expenditures of project activities against budget lines, and
provide timely advice to the Project Manager and Agency Social Welfare Officer of likely
over or under-spends;
 Reconcile all bank accounts, petty cash and cash flows;
 Assist the Project Manager and Agency Social Welfare Officer in preparing budgets,
amendments and forecasts;
 Maintain all the financial records in an organized manner;
  Ensure systemic preparation and submission of periodic financial reports to the donor for
liquidation;
 Any other duty assigned by the supervisor.

STANDARDS SETTING AND APPLICATION

 Ensure that the administration, operation and finance management of the resources and assets
of the project are fully in-line with applicable standard of ethics, code of conduct, policy
guidance, technical standards, and human rights legal obligations;
 Make sure that the principle of DO-NO-HARM and Ethics are comprehensively integrated into all
aspects of the administration, operations and financial / resource management including its
interface with project staff, children, community members and other stakeholders;

MINIMUM REQUIREMENTS

Total Position: 1;
Job Title: Admin & Finance Officer;
Department: Social Welfare Department, FATA;
Reports to: Project Manager;
Job Location: Social Welfare Office, Khyber Agency;
Gender: Female / male;
Minimum Education: Master in Business Administration, Commerce or related fields;
Minimum Experience: 1) At-least 4 years of professional experience in administration,
operations and financial / resource management of projects for large
organizations, particularly in social development and child protection;
2) Excellent theoretical and practical knowledge of MS Office
particularly excel and related databases;
3) Relevant professional experience of working with / for the
government is asset, particularly in FATA;
4) Ability to work in a multi-stakeholders and culturally sensitive
context and possess proficient skills in verbal and written
communication, including coordination;
5) Proven skills in generating / producing quality and analytical
administration, operations and financial management related reports,
both narrative and statistical for presentation to range of decision
makers, including donors;

Applicants from Khyber Agency and FATA will be given preference.

Salary Range: PKR. 60,000 /month;

Starting date: Immediately;
Duration of Assignment: November 2017 to December 2018;