Finance and Admin Officer

About Islamic Aid

Islamic Aid is working in partnership with the University of Child Health Sciences (UCHS) and The Children's Hospital Lahore (CHL) to strengthen child healthcare, improve facilities, enhance institutional capacity and improve the quality of services for children and their families.

This position is based full-time at UCHS and CHL. The postholder will work closely with Islamic Aid, UCHS and CHL teams and will provide finance, administration, compliance and project support across Islamic Aid's programmes and operations within the partnership.

This is an excellent opportunity for a highly organised, trustworthy and proactive professional who enjoys working with numbers, systems and people while contributing to projects that improve healthcare for children.

Role Purpose

To support the effective financial, administrative and project management of Islamic Aid's work at UCHS and CHL by maintaining accurate financial records, processing payments, supporting procurement and reporting, coordinating project administration, and ensuring compliance with FBR, statutory, donor and organisational requirements.

Key Responsibilities1. Finance and Bookkeeping

• Maintain accurate accounting records using QuickBooks.
• Record income, expenditure, receipts, payments, journals and advances.
• Apply correct project, programme and budget codes.
• Prepare bank, cash, supplier and advance reconciliations.
• Assist with monthly management accounts, annual accounts, budgets and forecasts.
• Maintain complete supporting documentation for all financial transactions.
• Follow up outstanding advances and reconciliation differences.
• Support internal, external and donor audits.

2. Payments and Banking

• Prepare supplier, contractor, staff and other authorised payments.
• Verify that payments are supported by approved budgets, invoices, procurement documentation and appropriate authorisation.
• Support online banking, payment schedules, bank deposits and cheque preparation.
• Maintain petty cash and staff advance records.
• Monitor outstanding supplier balances and advances.
• Ensure confidentiality of financial, payroll and banking information.

3. Procurement and Supplier Management

• Obtain quotations and support procurement activities.
• Prepare purchase orders and procurement documentation.
• Maintain supplier and contractor records.
• Track orders, deliveries and outstanding commitments.
• Ensure procurement documentation is complete before payments are processed.
• Support transparent procurement and value for money.

4. Administration

• Support day-to-day office administration.
• Maintain organised electronic and paper filing systems.
• Maintain registers for contracts, assets, equipment, warranties and insurance.
• Coordinate meetings, travel and administrative arrangements.
• Monitor contract and licence renewal dates.
• Liaise with suppliers and service providers.

5. Project Administration

• Maintain project registers showing budgets, timelines and implementation status.
• Keep project files, meeting notes and action trackers up to date.
• Follow up agreed actions, approvals and outstanding documentation.
• Organise supporting evidence including invoices, photographs, completion records and handover documentation.

6. Construction and Refurbishment Support

• Maintain expenditure trackers for refurbishment, maintenance and equipment projects.
• Verify invoices against contracts, purchase orders and supporting documentation.
• Coordinate with technical staff before contractor payments are processed.
• Maintain records of contract values, approved variations and payments.
• Support site documentation, completion certificates and handover records.

7. FBR, Statutory and NGO Compliance

• Support compliance with FBR, tax and other statutory requirements.
• Prepare and maintain records required for withholding taxes, tax deductions and statutory reporting.
• Monitor compliance deadlines and support timely submissions.
• Maintain documentation required by Islamic Aid, regulators and relevant authorities.
• Support compliance with requirements of the Punjab Charity Commission and other applicable regulatory bodies.
• Maintain records required for grants, donor reporting and compliance reviews.
• Ensure procurement, financial and project documentation meets internal and donor audit standards.
• Support internal, external, donor and regulatory audits.
• Keep up to date with changes in taxation, financial regulations and NGO compliance requirements.

8. Digital Systems and Information Management

• Maintain accurate records and reports using QuickBooks.
• Demonstrate expert-level proficiency in Google Workspace, including Google Sheets, Docs, Drive, Gmail, Calendar, Meet and Forms.
• Create professional reports, templates, trackers and shared working documents.
• Manage shared drives, folder structures, document control and user permissions.
• Coordinate collaborative workflows and maintain organised project documentation.
• Identify practical improvements that increase efficiency and reduce errors.
• Follow data protection and information security requirements.

9. Working Relationships

• Build positive working relationships with Islamic Aid colleagues, UCHS, CHL, suppliers, contractors and consultants.
• Provide responsive support to programme staff and budget holders.
• Follow up outstanding actions professionally and consistently.
• Contribute positively to meetings, planning and problem solving.
• Undertake other reasonable duties appropriate to the role.

Authority and Accountability

The postholder may:

• Prepare financial transactions, reconciliations and reports.
• Request missing approvals or supporting documentation.
• Return incomplete invoices or claims for correction.
• Recommend payments and procurement actions.
• Escalate financial, compliance or project concerns.

Person SpecificationEssential

• Bachelor's degree in Accounting, Finance, Commerce, Business Administration or a related discipline.
• 4–5 years' relevant experience in finance, administration or project support.
• Practical experience of bookkeeping, payments, reconciliations and financial reporting.
• Strong working knowledge of QuickBooks or a comparable accounting package.
• Expert-level proficiency in Google Workspace, particularly Google Sheets, Docs, Drive, Gmail, Calendar, Meet and Forms.
• Advanced Microsoft Excel or Google Sheets skills.
• Experience maintaining procurement, supplier, contract or asset records.
• Good understanding of Pakistan FBR regulations, withholding taxes and statutory financial compliance.
• Knowledge of compliance requirements applicable to NGOs, charities and donor-funded programmes.
• Experience preparing documentation for internal, external or donor audits.
• Strong organisational, administrative and document management skills.
• Excellent attention to detail and ability to manage multiple priorities.
• Good written and spoken English and Urdu.
• High integrity, professionalism and discretion.
• Strong interpersonal and communication skills.

Desirable

• Part-qualified ACCA, CA, ACMA, CIMA or equivalent professional qualification.
• Experience within an NGO, charity, healthcare institution or donor-funded programme.
• Experience supporting refurbishment, maintenance or construction projects.
• Familiarity with the Punjab Charity Commission, SECP, Economic Affairs Division and other relevant regulatory authorities.
• Experience preparing statutory returns, tax filings and regulatory submissions.
• Familiarity with donor budgeting, grant management and financial reporting requirements.
• Basic project coordination experience.

Key Performance Indicators

During the first year, the postholder will be expected to ensure that:

• Financial records are accurate, complete and up to date.
• Monthly reconciliations are completed on time.
• Payments are supported by complete approvals and documentation.
• Financial and budget reports are produced accurately and on schedule.
• Procurement, supplier and asset records remain current.
• FBR, statutory and NGO compliance requirements are met on time.
• Audit information is complete and readily available.
• Project registers and documentation remain accurate and current.
• Construction and refurbishment payments are supported by appropriate documentation.
• Google Workspace is used effectively to improve collaboration, document management and operational efficiency.

Safeguarding, Conduct and Confidentiality

Islamic Aid is committed to safeguarding children and adults at risk and to preventing sexual exploitation, abuse, harassment, fraud, bribery and corruption. The postholder must comply with all safeguarding, organisational and ethical policies and report concerns promptly through approved channels.

The role requires strict confidentiality when handling financial records, banking information, contracts, procurement documentation, personnel records, donor information and regulatory documentation.

Islamic Aid is an equal opportunities employer and is committed to promoting dignity, respect, diversity and inclusion. The postholder must maintain the highest standards of integrity, professionalism and accountability at all times.

Role Flexibility

This job description outlines the principal responsibilities of the role and is not exhaustive. Duties may reasonably change in response to programme priorities, funding, operational requirements or organisational development, following consultation with the postholder.

Job Type: Full-time

Pay: Rs125,000.00 - Rs150,000.00 per month

Experience:

• QuickBooks: 3 years (Required)
• NGO: 3 years (Required)

Language:

• English (Required)

Location:

• Lahore (Required)

Work Location: In person