Manager Operations

Reporting to: Sr. Manager Finance Head Office(Technical)

Sr. Manager WRAP Team Lead (Administrative)

Grade/Position: D-2

Location: Abbottabad , Khyber-Pakhtunkhwa Employment

Status: Long - term

Workdays: 05/week (Monday to Friday)

Work Hours: 0830 to 1715 hours(40 hours per week)

Objective
:

The Manager Operations will oversee the financial and operational aspects of WRAP, WWF-Pakistan, ensuring efficient management of resources, compliance with regulations, and achievement of project goals.

Overall:

This position will be responsible for Leading/Supervising the operations of WRAP/FCDO project Offices. As the WRAP Project operation lead s/he will be responsible for smooth implementation and reporting of the project in KP, Punjab and GB regions. S/he will keep liaison with donors, stakeholders, and regional project managers on project related matters. S/he will review operational and financial reports of the project and make it presentable as per management/donor requirements. S/he will provide operational input to project managers for project activities.

Key Responsibilities:

1. Financial Management:

 Ensures preparation, review, submission, and approval of monthly, quarterly, and annual financial forecasts and budgets in coordination with the project team and Sr. Manager Finance.

 Prepares and maintains financial plans and forecasts for the length of the project, providing advice on best ways to structure plans and highlighting problem areas and potential risks to the Team Lead.

 Preparation of estimations, projections, trend analysis, scenario planning, and any other management information that provides necessary data required to take financial planning decisions.

 Consolidation and analysis of financial data, focusing on levels of expenditure. Monitoring budget profiling versus actual. Review and analyse variances on a monthly basis and its subsequent reporting.

2. Operational Management:

 Oversees the Administrative and Logistics staff on travel and logistics support for staff and consultants.

 Manages and oversees all programme facilities (and, where required, also project facilities), ensuring that facilities are in proper working order and problems and issues are proactively resolved.

 Oversees the Administrative and Logistics staff to manage all matters related to office and vehicle insurance and maintenance.

 Ensuring that the project complies with tax and insurance provisions.

3. Reporting and Collaboration:

 Supports regular reporting to FCDO on programme progress, including quarterly and annual reports and the final report.

 Collaborates with cross-functional teams to identify and resolve bottlenecks or overlaps.

 Provides input into task orders, including the budget, for FCDO approval, RDEL and CDEL planning and reporting.

4. Compliance and Risk Management:

 Ensures compliance with tax, insurance, and labour laws.

 Identifies and mitigates financial and operational risks.

 Ensures provision and remittance of all statutory and mandatory deductions and Pakistan law, and submission of tax to the authorities.

Specific Tasks:

 Prepare Fund transfer request at the end of every month in coordination with Program team and to ensure funds management.

 Ensure proper maintenance of cashflow and ensure minimum bank balance at the end of every month.

 Verify the payroll on monthly basis and ensure accurate payroll processing, share the pay slips with staff on monthly basis.

 Payroll reconciliation on monthly basis.

 Preparation and approval of invoice for advance payroll processing every month.

 Review the preparation of all payment vouchers (payment processing), hard filing of vouchers and record maintenance of finance.

 Supervise booking of Journal Vouchers and Payment Vouchers in Odoo for corporate audit requirement.  Put in place value for Money (VFM) systems and process in accounting.

 Support in invoice preparation for FCDO.

 Review of field offices voucher on weekly basis.  Supervise preparation of tax summary on monthly basis – complete details of income tax deduction and sales tax deduction.

 Invoices Processing of payments for short-term staff.

 Coordination with the vendors, consultants regarding complete details about invoices paid and tax deducted, sharing of tax challans with respect to the tax deducted.

Key Performance Indicators (KPIs):

 Timeliness and accuracy of financial reporting to management and donor

 Budget variance and financial performance

 Compliance with regulatory requirements

 Effectiveness of operational support to project teams.

Selection Criteria

Education, Experience & Working Knowledge

 ACCA/ACMA/CA Finalist/master's degree in commerce, Business Administration or any other related discipline.

 At least 5 years of relevant/similar experience in the operations and large programme Management.

 Able to lead teams in a diverse environment and have knowledge of business operations, taxation, procurement, HR and IT.

Skills & Attributes

 Personnel management skills and experience.

 Good problem-solving skills and results orientation.

 Good English language reading, writing and speaking skills;

 Demonstrated interpersonal communication and leadership skills;

 Proficiency in the use of computer applications including MS Office. Oddo and ACCPAC