Vacancy Announcement
An INGO based in Pakistan since 1998, is implementing various relief, early recovery and development projects in Pakistan and seeks suitable candidates. This is an equal opportunity employer. Preference will be given to local candidates. Please note that this is an emergency recruitment and will close as soon as we find the suitable candidate for these
positions, even before the closing date. Travel expenses to the interview location have to be borne by the applicants.
Jobs were advertised on 13th January 2014. Previous closing date was 19th January 2014. Two days extension has been given for closing date.
Closing Date: 22th January 2014
How to Apply: CVs can be sent to the mentioned below email address. Title of position should be clearly mentioned in the subject of email.
Email: HR.HO.ISLAMABAD@gmail.com
Disclaimer Clause: these job descriptions are not an exhaustive list of the skills, efforts, duties, and responsibilities associated with the position.
Position Title: Project Manager (PM)
Reports to: Projects Manager and Country Director
Location: Islamabad
Duration: 10 Months (extendable) No. of Positions: 1
Key Roles & Responsibilities: The PM will be responsible for project implementation and other related operations of filed office in Islamabad and Rawalpindi. The key responsibilities include but are not limited to the following:
· Ensure effective and smooth running of the field office and other residential facilities assigned to him/her
· Ensure that staff assigned to him/her have clear roles, responsibilities and perform them actively
· Ensure effective planning, implementation and management of the project in the Rawalpindi/Islamabad in line with the available budget, required time lines and the project implementation strategy with attention towards community needs, donor's requirements and targets in a effective and qualitative manner
· Ensure that all organizational internal control policies are applied in all activities and transactions.
· Ensure that reports (narratives) biweekly, monthly, quarterly reports and case studies for donors and other partners are prepared by the managers qualitatively
· Close supervision of activities in the field
· To assist country management in developing new project proposals by providing data and assisting in write-ups and preparations.
· Ensure organizational visibility, profiling and representation in humanitarian forums, government agencies and clusters and able to secure NOCs etc. Ensures close coordination
of the implementation team with other humanitarian agencies (regularly attend UN/Govt. general and cluster coordination meetings).
· Establish contacts with UNHCR, UNICEF, UNDP, OCHA and other INGOs representatives involved and represented in the response, explore possibilities of funding and partnerships
with UN and INGOs.
· Manage, monitor and supervise all administrative and financial tasks related to the assignment, such as proper maintenance of log book, monitoring of expenses, record keeping, float clearance, etc.
· Ensure personal security and asset safety, provide attention to the provision of safe and secure environment for all staff in line with security guidelines,
· Ensure provision of a safe and secure environment for female staff by implementing a zero tolerance measures for harassment at the workplace.
· Carry out any other task assigned by the line manager
Qualifications
· 5-10 years of relevant work experience with NGO/INGOs in managing relief and development projects ( Refugees (Afghan and Non-Afghan), DRR and livelihoods, humanitarian relief etc) with excellent problem solving and team building/management skills
· Postgraduate from an HEC recognized institute in development/ social sciences
· Excellent communication and report writing skills.
· Able to carry out project management, monitor budgets and maintain records accordingly
· Able to manage the project, finance and Admin teams
· Good computer literacy (Microsoft Office, E-mail, Internet) and multi-tasking
Project Coordinator:
Position Title: Protection Officers
No of posts: 4
Reports to: Project Manager
Location: Islamabad
Duration: 10 Months (extendable)
Responsibilities:
· Conduct refugee assessments within the field
· Coordinate quality, timely and effective protection responses to the needs of populations of concern, ensuring that operational responses in all sectors mainstream protection methodologies and integrate protection safeguards.
· He/she contributes in designing a comprehensive protection strategy and in representing the organization externally on protection doctrine and policy as guided by the supervisor
· He/she also ensures that persons of concern are involved with the Office in making decisions that affect them, whether in accessing their rights or in identifying appropriate
solutions to their problems
· To build and maintain effective interfaces with communities of concern, authorities, protection and assistance partners as well as a broader network of stakeholders who can contribute to enhancing protection.
· Regularly monitor the progress against work plan and quality and impact of interventions
· Undertake project monitoring and valuation communications and reporting
· Ensure implementation of Design project monitoring tools
· Undertake data management and analysis
· Designing formats, regular monitoring and review to ensure project success, documentation and analysis of learning
· Knowledge prepares analytical monthly, quarterly and donor reports, documenting both qualitative and quantitative data and change.
· Assist teams in planning, coordinating, implementing baselines, assessments and in identification of the Extremely Vulnerable in line with the an evolving / pre-defined criteria
· Document Programme or project processes and impact
· Any other duties as assigned by the Managers/ Officers
Qualification:
· 3 years of relevant working experience with NGO/UN/INGOs in M E of relief and development projects
· Postgraduate from an HEC recognized institute in development / social sciences
· Urdu and English) Skills.
· Should be aware about Monitoring requirements and maintain records accordingly
· Good computer literacy (Microsoft Office, E-mail, Internet) and Multi tasking
Position Title: Doctors
No of posts: 3
Reports to: Project Manager
Location: Islamabad
Duration: 10 Months (extendable)
Responsibilities primarily include:
· Provided medical support services to refugees
· Conduct medical assessments
· Refer clients to specialists or to other institutions/ organizations for medical treatment when required
· S/he will provide curative care to children, women and men on weekly schedules.
· Maintain record of all the beneficiaries supported by the project
· Maintain excellent relations with the funding partners as well as the beneficiaries
· Any other duties as assigned by the Managers/ Officers
Qualifications:
· Qualified Medical Doctor, with experience in PHC and community based PHC, Registered with the PMDC.
· Minimum 3 years of working experience in Primary Health Care and/or MNCH facilities, preferable.
· Fluency in English and Urdu. Additional knowledge of Pashto, Persian or Arabic will be an additional advantage.
· Computer skills in Word and a spread sheet programs will be an asset.
· Previous working experience with international or indigenous NGOs is a definite advantage and working in emergencies
Position Title: Finance Officer
No of posts: 1
Reports to: Project Manager/Finance Manager
Location: Islamabad
Duration: 10 Months (extendable)
Responsibilities:
· Ensure compliance with organization's financial policy and procedures and with generally accepted accounting principles.
· Devise formats which help in better tracking of project budgets by program staff.
· Prepare all vouchers, financial templates.
· Keep update the financial record on regular basis as per standard and procedures and ensure timely reporting to Islamabad as per requirements
· Ensure accounting and project management projects as per relevant and appropriate financial management policies, procedures and standards.
· Maintenance of petty cash and timely reconciliation,
· Review and processing the Liquidation of Project Advances.
· Maintenance of project field bank account and bank reconciliation
· Ensure that adequate financial policies and system controls are in place in local project
Offices
· Verify the templates, vouchers and other financial reports of local project Offices in line with financial procedures.
· Directly reporting to Project Manager while reporting to Finance Manager Islamabad HO on
Finance related matters
· Help PM in annual budgeting, utilization and maintenance of proper budget tracking system.
· Proper maintenance of Cash flow and forecasting.
· Perform any other task assigned by Supervisor, Head of Office
Qualifications
· Minimum MBA (Finance), M.Com / CA/ ICMA inter
· Minimum three years professional experience in finance as well as working in INGOs/ NGOs.
· Proven experience of different computerized accounting soft wares.
· Adequate knowledge of Microsoft Office, especially MS Excel.
· Ability to analyze problems and provide systematic solutions in line with established policies/procedures
· Excellent communication and facilitation skills
· Experience working in detailed, delicate situations with local partner organizations.
· Willingness to travel.
· Ability to work in team setting, taking initiatives and performing multiple tasks.
· Excellent English skills essential, written and spoken. Urdu, other local languages are an asset. Honest, Reliable, responsible and detail oriented
Position Title: Cleaner/Cook
No of posts: 2
Reports to: Admin/HR Officer
Location: Islamabad
Duration: 10 Months (extendable) Responsibilities:
· Ensure that all Office is properly cleaned (including offices, kitchen, drive ways, wash rooms), do regular dusting, watering plants, picking up garbage, and other such tasks and activities that may occur in the area
· Expert in cooking and routine office facilitation of staff ( Tea,Meal etc)
· Maintain a daily routine to clean the offices before the arrival of the staff and officers.
· Inspect all rooms of the residing staff (if any) at the office to make sure that those are cleaned and live able.
· Ensure all lights have functional bulbs and are turned on during night/dark hours (given electricity availability)
· Provide other support to the Admin/Finance Officer, and Assistant and other staff as requested, including the purchase of goods and supplies from nearby stores
· Other tasks as assigned by the Admin/Finance Officer
Qualification:
- 1 years of working experience with an office
- At least 5-10 years of formal education.
-
Position Title: Crowed Controller Reports to: Admin /Hr Officer No of positions: 2
Location: Islamabad
Duration: 10 Months (extendable)
Key Roles & Responsibilities:
· Managing and controlling beneficiaries for cash distribution to avoid any rush.
· Facilitation in work or any duty assigns by senior staff.
Qualification:
· Minimum Matric or Higher Secondary School Certificate.
· Good experience to maintain log book of visitors.
· 2 years' experience in public dealing.
Position Title: Cashier
Reports to: Finance Officer
No of positions: 1
Location: Islamabad
Duration: 10 Months (extendable)
Key Roles & Responsibilities
· Handling of petty cash as per policies and reconciliation of physical cash with ledger balance every week and at the end of month.
· Record maintenance of all bank accounts.
· Liaise with bank authorities.
· Assist Finance Officer in smooth monthly closing.
· Assist Finance Officer in preparing monthly cash forecast for the office.
· Assist Finance Officer in review and maintenance of payroll.
· Ensure timely transfer of salaries to each staff respective bank account.
· Ensure all finance files are complete and up to date.
· Support documents are available as per policy.
· Periodic payments of refugees in Cash and through bank.
· Proper maintenance of files of each refugee for payment purposes.
Qualification:
· Minimum MBA, Finance or ICMA inter.
· Three years' experience in handling finances of complex organization/projects.
Position Title: Data Base Officer Reports to: Project Manager No of positions: 1
Key Roles & Responsibilities
· Create, maintain and administer Database and applications.
· Assisting in database design.
· Updating and amending existing databases.
· Database Inventory transfer.
· Setting up and testing new database and data handling systems.
· Monitoring database efficiency.
· Sustaining the security and integrity of data.
· Creating complex query definitions that allow data to be extracted.
· Training colleagues in how to input and extract data.
· Database Officer will also be responsible for Data Entry.
· Take periodical backups and maintain archives.
· Provide reports as per requirement.
· Maintains change log.
· Work closely with Program and IT team to build databases, applications and to create questionnaire forms to acquire primary data.
· Perform Database, Windows and Network trouble shooting.
· Must be able to support Administration and Logistics Department when required.
· Any other task as assigned by line manager.
Qualification /Required skills
· Following skills are required:
· Master Degree
· Experience with SQL/Oracle database software/web applications is highly desired.
· Strong analytical and organizational skills.
· Eye for detail and accuracy.
· Understanding of structured query language (SQL) and Procedural
Language/Structured Query Language (PL/SQL).
· Knowledge of 'relational database management systems' (RDBMS).
· The ability to work quickly, under pressure and to deadlines.
· Up-to-date knowledge of technology and the Data.
· Ability to work well in a fast paced environment, where the technology is constantly changing.
· Knowledge for troubleshooting of Windows and Networking.
· Knowledge of MS Office and Database Import/Export.
Position Title: Case Managers Reports to: Project Manager No of positions: 2
Essential Duties and Responsibilities
· Directly maintain a caseload of active refugees.
· Complete intakes for new refugees and provide orientation to the program and shelter rules and regulations.
· Participate as part of a team and regularly collaborate with multi-disciplinary staff to monitor refugees progress.
· Develop a comprehensive psychosocial assessment to fully identify and address the
refugee's needs.
· Collaborate with internal staff to monitor refugee's medication compliance and address episodes of non-adherence.
· Provide advocacy for individual clients around entitlements and services.
· Provide case management, including individual counseling, crisis intervention, conflict resolution, advocacy, psycho education, coordination of services and appropriate follow-up on all referrals.
· Use motivational interviewing and seeking safety modalities to counsel clients to improve overall functioning.
· Encourage and provide ongoing support so that each client might assume an active role in their own treatment plan to the maximum extent possible.
· Facilitate clinical, educational, supportive and/or recreation groups to address problem areas that clients experience in working toward independent living.
· Complete housing applications (both written and computer generated) for clients based on their individual needs and functioning.
SUPERVISORY DUTIES:
· Directly supervise one to three staff members
· Provide ongoing training and individual supervision to staff.
· Complete supervisory notes, performance evaluations for staff and develop goals that promote professional development.
· Provide crisis intervention and utilize non-violent conflict resolution techniques to deter conflicts among clients.
· Facilitate case conferences with supervisees to address critical clinical issues and non- adherence to facility rules and regulations.
· Conduct regular chart audits to support quality assurance practices.
· Perform other duties as directed by management.
· QUALIFICATIONS:
· Master degree in a Psychology, Counseling or other related field
· A minimum of five (5) years case management experience with the homeless, mentally ill, substance abuse and/or low income populations.
· Good writing, computer and communication skills required.
· Bilingual- Persian a plus.
· Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Position Title: Case Manager Assistants
Reports to: Case Managers
No of positions: 2
Key Roles & Responsibilities
Support the Shelter in charge in performing all functions of
· Assist Case Manager to use motivational interviewing and seeking safety modalities to counsel clients to improve overall functioning.
· Assist Case Manager to provide ongoing support so that each client might assume an active role in their own treatment plan to the maximum extent possible.
· Assist Case Manager to ffacilitate clinical, educational, and supportive and/or recreation groups to address problem areas that clients experience in working toward independent living.
· Assist Case Manager complete housing applications (both written and computer generated)
for clients based on their individual needs and functioning.
Qualification:
· 3 years of relevant working experience with NGO/UN/INGOs in M E of relief and development projects
· Postgraduate from an HEC recognized institute in development / social sciences
· Urdu and English) Skills.
· Should be aware about Monitoring requirements and maintain records accordingly
· Good computer literacy (Microsoft Office, E-mail, Internet) and Multi tasking
Position Title: Program Monitoring and Reporting Coordinator
Reports to: Projects Manager – Islamabad HO No of positions: 1
Key Roles & Responsibilities
· Manage and design overall project monitoring, evaluation, and reporting framework
· Develop close working relationship with project staff to establish M&E system
· Co-ordinate with project teams in developing clear and concise input/output performance targets in line with targets, OVIs and MoV.
· Coordinate with project teams to ensure that all necessary documentation/MoVs are available
· Develop Performance Monitoring and Evaluation Plans for each proposal and project.
· Develop effective and simple tools for monitoring projects
· Provide technical assistance, guidance, and training to project based and M&E staff to ensure efficient and accurate participatory M&E and PMEP actualization
· Undertake regular site visits and document project results in regular reports.
· Ensure improved quality of project and program delivery, provide technical input in multi- sectorial contexts to field and partner staff.
· Coordinate with the teams and guide and support them in write up of clear& concise reports against targets
· Ensure that the all reports are received at Islamabad HO office in a timely manner
· Proactively design, develop, undertake assessments, analysis of data collected and document lessons learned for future programming purposes, create approaches for
utilization of data for decision making
· Develop researches and briefing papers
· Collaborate with relevant team members to facilitate and manage programme evaluation
· Establish and implement standards, procedures and best practices for monitoring and evaluation of programs.
· Assist in developing and improvement in materials, modules for trainings and sessions for change in knowledge, attitude and practices and measuring the change
· Documentation of overall change- qualitative and quantitative through 's interventions.
· Participate proactively in grants opening and closing meetings to support staff understanding of the project
· Assist the Project Managers with work plan development
· Participate in professional training and development activities, as needed or requested.
· Undertake capacity building of field and partner staff
· Perform other duties as necessary and/or as requested by Senior Grants Manager.
· Spends at least 50% time in the field
Experience / Qualifications:
· MA or equivalent in International Development or a related field required; coursework in research and evaluation methodologies
· 5 years' experience of proposal and budget development and monitoring & evaluation, log frame design, development and conducting assessments
· 5 years' working experience in relief and recovery, protection, education and livelihoods in
post disaster situations
· Successful track record for monitoring, grant management and donor liaison/reporting track record.
Interpreters (6)
Somali, Arabic, Persian and Pashto
Key Roles & Responsibilities:
· To support the project teams in interacting with the refugees
· Be able to read and write in the languages
Position Title: Admin /HR Officer
No of posts: 1
Reports to: Project Manager/HR-Admin Manager
Location: Islamabad
Duration: 10 Months (extendable)
Responsibilities:Admin:
· To properly review and update the filing system for easy retrieval by staff and management
· To ensure the photocopy and fax machines are in good working conditions
· Arrange travel for office staff and organize events as needed
· To ensure that all advances/ payments have been properly cleared against staff, vendors and providers
· To ensure the availability of proper receipts, vouchers against the utility bills, office rent, office and assets repair and maintenance etc with the support of finance, for the said period.
· To ensure that the documentation of all available assets/ inventories are available
· Keep kitchen and office supplies inventory records and maintain minimum required stock level at all times.
· Ensure that security guards are performing their duties actively and efficiently.
Human Resources:
· To properly maintain and update all documents processed for the hiring of staff, contractors, consultants, and panelists.
· To properly maintain human resource record from hiring till termination of the staff during the said period.
· To maintain up to date staff leave record of the staff and prepare accurate periodic leave reports after reconciliation with attendance register and other records till from May 01 till July
31st 2007.
· Prepare for staff clearances towards the end of the project and maintain a record of the process and all relevant documents
Logistics:
· To properly manage all documents, for the rental vehicles from hiring till all payments made as rent for the vehicles.
· To ensure that all log books of vehicles are properly maintained, signed and record is available for the said period
· To ensure the agreement with fuel station, record of all fuel vouchers, receipts against all
payments, are available with supporting documents.
· To maintain system for controlling usage of vehicles and timely repair & maintenance, including daily record keeping.
· To develop and properly maintain a checklist of all items, available in warehouse record and inventory in a properly manner against the received/purchased items under specific donor,
subject to availability of all previous record, proper receipts and evidences.
· To check and properly prepare an up to date assets inventory.
· To ensure that work has been done by all vendors/ contractors, IT services etc as per agreement and payments have been made accordingly and all receipts are available.
· To maintain the record of all perdiem /overtime of staff and drivers.
· To ensure that all record is properly maintained and documented as per agreement for the smooth closing of the project.
Qualification:
Master's in Business administration-Human Resources/ Development studies
Experience:
More than three years of professional experience in HR, Administration and Logistic issues with well reputed national/International organizations.
Skills & Experience:
· Strong management skills
· Good in maintaining filing system
· Good in record tracking maintenance
· Very good administrative skills
· Good communication and presentation skills
· Ability to meet deadlines and give results within the time frame.
· Have the capability to work under minimum supervision
Position Title: Psychosocial Councilor Reports to: Project Manager Location: Islamabad
Duration: 10 Months (extendable)
Responsibilities:
· Prepare a psychosocial counseling program for the project
· Arrange and conduct psycho-social/trauma counseling sessions for Refugees
· Initiate discussions and regular meetings with regards to improving communication and coordination between aid organizations with operations
· Provide support to the Project Manager to collect, document and share information with other programs
· Provide regular updates to the Project Manager
· Refer clients to specialists or to other institutions/ organizations for non-counseling treatment of problems.
· Advise clients on how they could be helped by counseling.
· Analyze data such as interview notes, test results, and reference manuals in order to identify symptoms, and to diagnose the nature of clients' problems.
· Counsel individuals, groups, or families to help them understand problems, define goals, and develop realistic action plans.
· Develop therapeutic and treatment plans based on clients' interests, abilities, and needs.
· Evaluate the results of counseling methods to determine the reliability and validity of treatments.
Qualification:
· A University Degree in Social Work, Sociology / or Degree in the related Field. Diploma in psychosocial counseling would be an asset.
· Effective Communication / counseling skills required.
· Previous experience in arranging psycho-social activities, experience in counseling, at least two (2) years field experience in related field
· Understanding of gender theory and practices, Familiarity with humanitarian assistance and
UN Agencies, Excellent writing and presentation skills in English, Fluent in English , Pashto
,Urdu
Position Title: Receptionist: Reports to: Admin/HR officer Location: Islamabad
Duration: 10 Months (extendable) Responsibilities:
Front Desk
· Attend phone calls and transfer to relevant staff.
· Keep record of Incoming and outgoing mails, faxes and other documents.
· To attend official guests at the reception desk and arrange their meeting with the concerned staff members.
· To send and receive office faxes, letter and other related papers to /from other offices and organizations.
· Maintain a database of important telephone numbers and addresses.
· Responsible to make sure the conference hall is ready and available for the meetings.
· Maintain close coordination with all departments in order to facilitate Country Director in an effective manner, like proper filling, meeting arrangement, appointments and
documentations.
Administration
· Maintain the contact details of suppliers and contractors.
· Prepare timely provision of office utilities and payment (electricity, water, telephone).
· Ensure that the office is adequately equipped with necessary supplies and equipment.
Ordering and distribution of stationery supplies and required office equipment.
· Maintain central files and administration files. Ensure confidentiality of sensitive files.
· Develop, implement and supervise correspondence/mail services including pouches;
mailboxes; distribution of all correspondence including internal memos.
· Oversee provision of clerical services, including photocopying, messenger services and distribution of circulars/memos.
· Carry out accommodation arrangements and pick and drop for guests.
· Manage cooks/cleaners to maintain proper cleanliness of the premises.
· Organize the reception/office in general.
· Manage security guards and ensure visitor's register is properly maintained.
· Ensure security guard contacts upon arrival of any visitor.
· Properly deal with the visitor before referring him/her to the relevant staff member.
Make sure to inform the person visitor intends to meet before sending the visitor.
Educational Background
· At minimum bachelors, preferably masters
Skill and knowledge
· 2-3 year experience of working in a relevant field with national or international NGO
· Experience of documentation/maintaining asset register etc.
· Excellent communication, negotiation, presentation and interpersonal skills.
· Good Urdu and English skills, written and spoken.
· Proficient in MS Office & Computer working.