IUCN is a membership Union uniquely composed of both government and civil society organisations. It provides public, private and non-governmental organisations with the knowledge and tools that enable human progress, economic development and nature conservation to take place together.

Created in 1948, IUCN is now the world’s largest and most diverse environmental network, harnessing the knowledge, resources and reach of 1,300 member organisations and some 15,000 experts. It is a leading provider of conservation data, assessments and analysis. Its broad membership enables IUCN to fill the role of incubator and trusted repository of best practices, tools and international standards.

IUCN provides a neutral space in which diverse stakeholders including governments, NGOs, scientists, businesses, local communities, indigenous peoples organisations and others can work together to forge and implement solutions to environmental challenges and achieve sustainable development.

Working with many partners and supporters, IUCN implements a large and diverse portfolio of conservation projects worldwide. Combining the latest science with the traditional knowledge of local communities, these projects work to reverse habitat loss, restore ecosystems and improve people’s well-being.

IUCN Pakistan has been awarded the project ‘Integrated Approach for Education, Capacity Building and Livelihood Development of Coastal Communities in Sindh and in Balochistan Provinces’ under USAID Small Grants and Ambassador Fund Programme. The Project will be implemented by IUCN Pakistan through Country Office – Karachi during the period September 2016 to September 2017.

The project envisages six outputs that focus on civic participation to promote integrated coastal management. These outputs focus on promoting environmental education among the school children in the coastal areas and supporting in conservation of coastal biodiversity resources through capacity building and awareness-raising of coastal communities towards collaborative working with the relevant government departments.

Moreover the project envisages capacity building of fishermen in post-harvest management of fish catch through technical support of Fisheries Department and provision of fish handling tools. This output will facilitate interaction between Fishermen and the Fisheries Department and would result in creating a need for sustainable management of fisheries resources and bring in practical changes and livelihood improvements for the local fisher folk. Under the awareness and capacity building component, several stakeholders, including government, civil society, media, academia and policy makers would be targeted to promote the need for integrated coastal management and disseminate lessons learnt during the project widely.

MAJOR RESPONSIBILITIES:
The primary role of this position is to carry out and handle all Karachi Programme Office’s financial and administrative matters. The incumbent will be responsible for project budget and financial reporting with the help of Project manager to the donor, maintain project incoming and outgoing funds, maintain financial & administration record. The position will also be responsible for the procurement of project equipment and maintain its inventory, provide logistic support to project staff to carryout activities in the field and in the office. Incumbent will support project manager in project staff and consultants hiring processes, including drafting contracts/agreements.

DUTIES:
Under the overall supervision of Manager, Karachi Programme Office, the incumbent will be responsible for:

Core Finance Responsibilities:
? Monitor and reconcile staff advances and loan accounts of IUCN Karachi Programme office staff and coordinate with relevant staff for settling outstanding amounts on a monthly basis;
? Ensure that all finance related liabilities are fully settled on exit clearance for Karachi Office staff leaving the organisation.
? Prepare Debit/Credit notes for and send them to relevant offices through ERP NAV.
? Ensure smooth monthly closing of accounts in close coordination with Senior Finance Officer, IUCN Islamabad Office and provide update information to Senior Finance Officer, Country Office in accordance with IUCN policies and procedures.
? Review and reconcile Karachi office related staff travel advances, travel claims and process entries in ERP for travel advances and travel claims.
? Prepare liquidity statements for all bank accounts of IUCN Karachi Program office and get it reviewed from Senior Finance Officer, IUCN Pakistan country office.
? Prepare and share cash flow for the Karachi Program office, keeping in view of projects financial health
? Review bank payments including all bank transfers and review monthly bank reconciliations of all Karachi program office bank accounts and upload on ERP.
? Review and update petty cash and ensure that petty cash statements are properly maintained on regular basis. (if finance petty cash account maintained)
? Ensure data entry into ERP and take regular backup of important financial data / information at safe place.
? Ensure compliance with IUCN Internal Control System (ICS).
? Prepare donor reports for projects based in Karachi program Office and share them with the Project manager(s), Manager, KPO and the Senior Finance Officer, IUCN Pakistan for review before submission to the donors.
? Prepare journal vouchers and posting of them on a bi-weekly basis.
? Maintain an updated filing system at Karachi program office in accordance with the IUCN as well as donors’ requirements.;
? Maintain and update the fixed assets register on ERP including calculation of depreciation of all KPO Office assets.

Accounting for KPO projects:
? Project Management Support: Project budgeting, procurement, contracts, donor reporting, monitoring of budget expenditure and audits.
? Ensure the proper bookkeeping of project budget in compliance with the IUCN policies and SoPs, including (but not limited to): timely and accurate bank reconciliations, invoicing, monitoring of expenditure levels against budget and funding obligations, financial projections, and submission of monthly financial reports to Project Manager.
? Provide support and guidance to project manager to ensure consistent application of all IUCN and donors standards throughout the project cycle to close-out.
? Ensuring that project expenditures are adequately tracked according to the agreed project budgets;
? Preparing, in a timely manner, accurate financial reports as required by the donor or for internal monitoring.
? Keeping project manager informed of incoming and outgoing funds.
? Reconciling programme expenditure with Organisational accounts.
? Ensure that all donor contractual requirements are respected through sound monitoring and oversight, on financial and administration aspects.
? In conjunction with project manager, ensure that the project is implemented at an optimised cost recovery against the different roles and responsibilities performed by the senior management and other IUCN staff.
? Review all procurement actions, including procurements under grants, to ensure full and open competition, strong internal controls with appropriate segregation of duties, adequate documentation to support solicitation, selection and best-value decisions, and full compliance as per IUCN Policies;
? Support the tracking and follow up on reporting deadlines/submissions with project managers.
? Review and ensure that disbursements are properly supported with relevant evidential documentation and that they are properly identified into relevant project budget lines.
? Support the digital and physical financial and contractual data filing and maintenance through the J Drive, projects files, project reports filing, etc.
? Ensure compliance with IUCN Internal Control System (ICS);
? Undertaking other duties from time to time as may be required by Line Manager.

General Administration
? Manage water, electricity supply and telephone/internet lines.
? Comply with safety of office supplies, materials, equipment and physical facilities.
? Maintain office premises to provide good working environment.
? Implement administrative policies and procedures.
? Manage administrative function and establish internal administrative systems and
? controls.
? Maintain updated documentation, filing, folders and administrative data management in both hard copy and soft copy version.
? Scrutinising of all monthly administrative costs, comprising of courier, regular post, photocopy expenses, personal use of office facilities by the relevant staff members, monthly telephone, mobile expenses; maintain proper records to ensure that all documents have relevant approvals and are recorded in the respective database/files;
? Coordinate the activities of cleaner, Check cleanliness of the office premises and rooms
? Coordinate with the Communications Unit for all Purchase requisitions related to Communications; arrange for quotes from the IUCN panel printers. Process through the Purchase Committee and in accordance with IUCN polices, place orders with the selected printer(s) and follow through until material is received by the Karachi Program Office
? Manage health insurance claims, payments and reimbursements to all Karachi Program office staff in a timely manner and maintain accurate record for audit purposes in consultation with HR Business Partner in the respective database/files.
? Prepare and process payment requisition forms regularly and timely for necessary approval, signature, and ensure that all these are accurately recorded in the respective database/files.
? Providing project logistical support as required – booking travel and couriers and assisting with obtaining project staffs’ visas in a timely manner.
? Managing purchase of project equipment according to IUCN procurement procedures.
? Maintaining a system for signing project equipment in and out and ensuring it is up to date.
? Assist & provide support in event management.
? Any other duties that may be assigned by the supervisor (s) from time to time.
Assets & Inventory Management
? Maintain office equipment, buildings, materials and properties.
? Keep records physically verify of the office supplies, materials and equipment.
? Keep track of proper use, maintenance and repair of physical assets and office including vehicles, equipment, furniture, project field equipment and office building as necessary.
? Prepare the inventory report of furniture, goods including office vehicles of the project office and submit to Country office.