Admin & HR Officer

Act International; Karachi Division; On-site; PKR 1,200,000 - 1,800,000; Full time

Job summary

ACT International is seeking an Admin, HR & Finance Officer to provide administrative, HR, finance, and operational support to ensure project implementation. The role ensures compliance with ACT International policies and donor requirements (WFP).

The position covers financial record-keeping, HR documentation, procurement, and reporting, with emphasis on confidentiality and working in a multicultural team; prior NGO/donor-funded project experience is preferred.

Qualifications

• Bachelor's or Master's degree in Finance, Accounting, Business Administration, Human Resource Management, Commerce, or related field.
• Minimum 3 years of relevant professional experience in administration, finance, HR, or office management, preferably with NGOs, INGOs, or donor-funded projects.

Responsibilities

• Maintain financial records, vouchers, cashbooks, and supporting documentation.
• Monitor project budgets and expenditures to ensure compliance with approved budgets and donor requirements.
• Prepare payment requests, advances, settlements, and financial reconciliations.
• Verify supporting documents before processing payments.
• Assist in monthly financial reports, budget forecasts, and expenditure tracking.
• Support audits by maintaining complete financial documentation.
• Maintain personnel files and HR records per ACT International policies.
• Support recruitment processes, vacancy announcements, interviews, onboarding, and staff documentation.
• Maintain staff attendance, leave records, contracts, and HR-related documentation.
• Coordinate staff orientation and policy compliance.
• Manage day-to-day office administration and smooth operations.
• Coordinate procurement and logistics per ACT International procedures.
• Maintain office inventory, fixed assets, and records.
• Arrange meetings, workshops, travel, accommodation, and administrative requirements.
• Ensure proper maintenance of office equipment, facilities, and project assets.
• Prepare administrative, HR, and finance reports; ensure compliance with policies and donor regulations.
• Maintain filing systems and confidentiality of financial, personnel, and beneficiary information.
• Support project monitoring, documentation, and record management.
• Adhere to ACT International's Code of Conduct and safeguarding policies.

Skills

Finance

HR

Administration

Procurement

Budgeting

MS Office

Excel

Communication

Organizational skills

Multitasking

Report writing

Confidentiality

Teamwork

English

Urdu

Education

Bachelor's or Master's degree

Tools

Microsoft Office Suite

Job description

The Admin, HR & Finance Officer will be responsible for providing administrative, human resources, finance, and operational support to ensure the efficient implementation of the project. The position will ensure compliance with ACT International policies, donor (WFP) requirements, and applicable financial, HR, and administrative procedures.

Key Responsibilities

Finance

• Maintain accurate financial records, vouchers, cashbooks, and supporting documentation.
• Monitor project budgets and expenditures to ensure compliance with approved budgets and donor requirements.
• Prepare payment requests, advances, settlements, and financial reconciliations.
• Verify supporting documents before processing payments.
• Assist in the preparation of monthly financial reports, budget forecasts, and expenditure tracking.
• Support internal and external audits by maintaining complete financial documentation.

Human Resources

• Maintain personnel files and HR records in accordance with ACT International policies.
• Support recruitment processes, including vacancy announcements, interview scheduling, onboarding, and staff documentation.
• Maintain staff attendance, leave records, contracts, and other HR-related documentation.
• Coordinate staff orientation and ensure compliance with organizational policies and procedures.

Administration & Logistics

• Manage day-to-day office administration and ensure smooth office operations.
• Coordinate procurement and logistics activities in accordance with ACT International procurement procedures.
• Maintain office inventory, fixed asset registers, and administrative records.
• Arrange meetings, workshops, travel, accommodation, and other administrative requirements.
• Ensure proper maintenance of office equipment, facilities, and project assets.

Reporting & Compliance

• Prepare administrative, HR, and finance reports as required by management.
• Ensure compliance with ACT International policies, donor regulations, and applicable legal requirements.
• Maintain proper filing systems and ensure confidentiality of financial, personnel, and beneficiary information.
• Support project monitoring, documentation, and record management.

Organizational Responsibilities

• Adhere to ACT International's Code of Conduct and organizational policies.
• Comply with Protection from Sexual Exploitation and Abuse (PSEA), Safeguarding, Child Protection, Anti-Harassment, Anti-Fraud, Anti-Corruption, and Whistleblowing policies.
• Promote gender equality, diversity, inclusion, accountability, and protection principles in all project activities.
• Maintain the highest standards of professionalism, integrity, and ethical conduct.
• Perform any other duties assigned by the Project Manager or Senior Management.

Qualification

• Bachelor's or Master's degree in Finance, Accounting, Business Administration, Human Resource Management, Commerce, or a related field from a recognized university.

Experience

• Minimum 3 years of relevant professional experience in administration, finance, human resources, or office management, preferably with NGOs, INGOs, or donor-funded projects.
• Experience working with WFP or other donor-funded programmes will be an added advantage.

Skills and Competencies

• Sound knowledge of finance, HR, administration, and procurement procedures.
• Strong understanding of budgeting, financial documentation, and internal controls.
• Proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook.
• Excellent organizational, communication, and interpersonal skills.
• Ability to manage multiple tasks, prioritize work, and meet deadlines.
• Strong report-writing and documentation skills.
• Ability to maintain confidentiality and work effectively in a multicultural team environment.
• Fluency in English and Urdu; knowledge of local languages will be an added advantage.