1. Job Purpose

The Finance Associate is responsible for providing financial, accounting, and administrative support to ensure the smooth and compliant implementation of project finances. The role ensures proper documentation of financial transactions, timely processing of payments, budget monitoring, donor compliance, and accurate financial reporting in accordance with both organizational and donor guidelines.

2.     Key Responsibilities

A.    Financial Management and Bookkeeping

• Maintain accurate and up-to-date financial records for all transactions of the project.
• Record all vouchers (payment, journal, receipts) in the accounting software and ensure appropriate budget coding.
• Track expenditures against approved budgets and provide variance analysis to the Project Manager and Senior Finance Officer.
• Prepare bank/cash books, petty cash reconciliations, and maintain cash flow forecasts for the project.

B.    Budgeting and Forecasting

• Assist in the preparation of project budget revisions, and forecasts in coordination with the Program and Finance teams.
• Monitor budget utilization and advise on any risks of over/under expenditure.
• Support the Project Management team in developing activity-based budget breakdowns for planning and reporting.

C.     Donor Compliance and Financial Reporting

• Ensure adherence to donor financial and procurement regulations.
• Maintain organized records of all financial documents, including invoices, receipts, payrolls, procurement files, etc.
• Prepare monthly and quarterly financial reports, including budget vs. actual comparisons and expenditure tracking, for internal and donor submission.
• Support in the preparation of financial documentation for donor audits or spot checks.

D.    Payments and Payroll Support

• Process staff and vendor payments in a timely and compliant manner.
• Maintain updated trackers for salaries, consultant payments, and Cash for Work beneficiaries.
• Ensure timely disbursement of funds to project sites for field-level activities.
• Deduct and deposit applicable taxes and prepare challans as per regulations.

E.     Procurement and Administrative Coordination

• Coordinate with procurement and logistics teams to ensure financial procedures are followed.
• Verify that procurement documentation is complete, accurate, and filed properly before processing payments.
• Support procurement documentation review for compliance with financial and donor policies.

F.     Audit and Internal Control

• Prepare documents required for internal and external audits.
• Ensure that internal controls are followed in all financial operations.
• Report any suspected fraud, corruption, or mismanagement to appropriate channels confidentially and in line with the organization’s financial policies.

3.     Safeguarding & Code of Conduct

The Finance Associate must adhere to the organization's code of conduct, anti-fraud policy, and safeguarding principles. The role requires the highest level of ethical behaviour, especially regarding handling of funds and financial data.

4.     Skills & Competencies

• Strong knowledge of accounting principles, financial controls, and budgeting.
• Proficiency in MS Excel and accounting software (QuickBooks).
• High level of integrity, attention to detail, and discretion in handling sensitive data.
• Strong organizational and time management skills.
• Effective verbal and written communication in English and Urdu; knowledge of Pashto is an asset.