Admin & Finance Coordinator Job Opportunity at AGAHE: Join WASH Project in Muzaffargarh

Terms of Reference (ToR)

Position Title: Admin & Finance Coordinator

Project: WASH Systems Strengthening Initiative (Phase II)
Location: Muzaffargarh, Punjab Reports to: Manager Finance

Background

AGAHE, in collaboration with WHH, is implementing a WASH Systems Strengthening Initiative in District Muzaffargarh. The project aims to improve equitable and sustainable access to water, sanitation, and hygiene services through system-level strengthening, community engagement, and infrastructure development. The Admin & Finance Coordinator will play a critical role in ensuring effective project support through sound financial management and efficient administrative systems.

Purpose of the Role

The Admin & Finance Coordinator is responsible for overseeing all financial, administrative, and logistical operations of the project at the field level. This includes financial reporting, procurement, asset management, HR support, and compliance with organizational and donor policies. The role ensures that project resources are managed transparently, efficiently, and in accordance with AGAHE and WHH standards.

Key Responsibilities

A. Financial Management

• Prepare and maintain accurate financial records, including cash books, ledgers, and bank reconciliations.

• Ensure timely processing of payments, advance settlements, and procurement payments as per financial policies.

• Maintain petty cash and ensure proper documentation and usage.

• Monitor project budgets, expenditure tracking, and flag any variances to the Project Manager and Finance Manager.

• Assist in monthly, quarterly, and donor financial reporting.

• Ensure compliance with donor (WHH) financial guidelines and audit requirements.

B. Administrative Support

• Oversee day-to-day office administration, including office maintenance, supplies, and utilities.

• Maintain administrative records, correspondence, and filing systems.

• Ensure proper documentation of MoUs, contracts, lease agreements, etc.

• Coordinate travel and accommodation arrangements for staff and visitors.

• Maintain vehicle logbooks, fuel records, and ensure transportation availability.

C. Procurement & Logistics

• Support project procurement processes in line with AGAHE and WHH procurement policies.

• Maintain and update procurement trackers and stock registers.

• Oversee storage, issuance, and documentation of supplies and materials.

• Ensure that all procurements are supported by required documentation (quotations, comparative statements, GRNs, etc.)

D. Human Resource Support

• Assist in maintaining personnel records at the field level.

• Coordinate attendance, leave records, and monthly timesheets for project staff.

• Support recruitment logistics such as advertisement, shortlisting, interview coordination, and documentation.

• Facilitate onboarding and exit procedures for field staff.

E. Compliance and Reporting

• Ensure adherence to AGAHE’s internal controls and donor compliance standards.

• Support internal and external audit processes.

• Maintain confidentiality of all sensitive documents and transactions.

• Submit timely financial and administrative reports to head office and donor as required.

Required Qualifications and Experience

• Bachelor’s/ Master’s degree in finance, Business Administration, Accounting, or related field (Master’s preferred).

• Minimum 3–5 years of experience in finance and administration, preferably with NGOs or development projects.

• Proven knowledge of accounting procedures, financial reporting, and procurement processes.

• Hands-on experience with accounting software (e.g., QuickBooks, Peachtree) and Microsoft Excel.

• Understanding of donor (especially WHH/EU/GIZ) financial requirements is an asset.

• Strong command of Urdu; working knowledge of English preferred.

• Residence or willingness to be based in Muzaffargarh is essential.

Skills and Competencies

• Strong financial analysis and record-keeping skills.

• Excellent organizational and time management abilities.

• Attention to detail and high level of accuracy.

• Integrity, confidentiality, and professionalism.

• Good communication and team coordination skills.

Deliverables

• Monthly and quarterly financial reports.

• Accurate and up-to-date financial and procurement records.

• Inventory and asset management reports.

• Staff attendance and HR documentation.

• Compliance with all internal and donor guidelines.