Sahib Aman

Finance & Budgeting:

· Financial management, financial monitoring, preparation of financial reports (monthly, quarterly, and annually).

· Developed quarterly & annual budget plans, maintain financial records, monitoring systems to record for reconciliation purposes.

· Prepared detailed cost estimates & participate in budget analysis & projections.

· Checked and ensured fund requests, fund transfers, invoice processing, cash, and bank transfers.

· Ensured quarterly cash forecasting for the project.

· Defined the cost-effective measures for optimal use of resources of the project.

· Acted as the primary focal point for ensuring accuracy of project related information in corporate planning & reporting portals (Quantum & UNall).

· Prepared and process payments while ensuring all required supporting documents attached.

· Prepared FACE Forms & other required documents for Govt line departments as per UNDP rules & regulations & in accordance with the signed Annual Work Plan (AWP) & Letter of Agreements (LOAs) to report financials.

· Prepared and processed payments while ensuring all required supporting documents attached.

· Presentation of information on the status of financial resources as required.

· Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas, travel claims, entitlements are duly processed.

· Maintenance of the receiving’s for UNDP projects and recording of deposits in Atlas.

· Management of cash receipts and petty cash.

· Maintenance of the proper filing system for finance records and documents.

Administration:

· Oversaw day to day administrative duties of provincial office in accordance to UN guidelines.

· Prepared Travel Requests (TR) in UNall Travel & Expense Module for provincial office staff and follow up on travel claims and liaise with the Travel Agency on payments.

· Arranged meeting/conference rooms for team meeting and ensured all adequate arrangements are made for meetings.

· Coordinated with relevant units and government departments for smooth visa processing and NOC for travel to open/restricted areas.

· Prepared payment requests related to provincial office and ensured that all supporting documentations are attached before submission for approval.

· Prepared meetings agendas, minutes, and other documents.

· Timely payment of office utilities bills etc.

· Event management office and outdoor.

· Ensured timely and planned arrangements of vehicles for routine office and field activities.

· Maintained project files and documents both manually and electronically.

Transport, Travelling, Boarding & Lodging:

· Organized travel, including drawing up itineraries, preparing travel authorization, obtaining clearances and signatures, ticket reservations, collecting tickets, processing travel claims as well as requesting for reimbursement of travel expenses.

· Responsible for reservation of air tickets and room reservation.

· Coordinated with rental vehicle vendor regarding the arrangement of rental vehicle for project activities.

· Responsible for the timely fueling of vehicles with keeping its proper record and check up vehicle logbooks on daily basis.

· Responsible for arranging boarding and lodging of staff, visitors, Govt. officials.

· Ensure dtimely and planned arrangements of vehicles for routine office and field activities.

· liaised with security team to ensure all vehicles are road worthy and maintenance work is done timely.

Procurement & Inventory:

· Provided support for procurement processes related to provincial office including micro purchase, receipt of quotations and their preliminary evaluation.

· Facilitated hiring and extensions of ICs, RLAs, LTA holder extensions.

· Managed and regularly check project assets to ensure their right purpose of use.

· Maintained inventory of consumable and non-consumable goods as per the UN guidelines.

· Managed procurement documents, market survey and dealing with vendors for quotations, delivery, and payments.

Human Resource Management:

· Undertook actions related to project and programme’s human resource activities, e.g., TOR development, NPSA hiring and extensions, overtime, performance appraisal, staff leaves, staff training etc., ensuring consistency in the application of UN rules and procedures.

· Provided information on programme’s staffing needs for inclusion in section’s staffing table.

Acted as leave monitor for project staff.

Preparing and reporting monthly, quarterly and yearly grants reporting to country management and head office Aga Khan Trust for Culture Geneva.

Preparing Income and Expenditure accounts of projects and individual grants of AKCSP North and South regions.

Operating entities (income generating units) monthly "Profit & Loss", "Narrative Reporting" to AKCSP management, AKCSP board and AKTC Geneva office on monthly basis.

Administration of iScala accounting software financial data on consolidation level. Monitoring and verifying accounting data of 6 operating iScala entities and sharing data/software backup with Geneva office on monthly basis.

Responsible for AKCSP internal and external audit, preparation of projects, grants and organization statuary financial statements.

Administration responsibilities

Administering all insurances policies (Group Life, Group Health, Vehicles Comprehensive, Electronics Equipment and Property/Fire policies)

Updating policies documents annually as per requirement and informing insurer for adjustments and alterations required for the policies.

Receiving, analyzing and submitting insurance claims if any with the insurer for reimbursement to staff or organization.

Responsible for Gilgit-Baltistan procurement ensuring compliance of AKCSP procurement policy.

• Coordinated preparation of external audit materials and external financial reporting.
• Worked with senior management to define standards, policies, procedures and organizational enhancements to meet company goals for finance.
• Developed or analyzed information to assess current or future financial status of firms.
• Reorganized finance and accounting departments to improve efficiency and cut excess spending.
• Completed month-end and year-end closings, kept records audit-ready and monitored timely recording of accounting transactions.
• Checked payroll, vendor payments and other accounting disbursements for accuracy and compliance.
• Analyzed actual financial results to budget, preparing variance reporting to functional groups.
• Prepared internal and regulatory financial reports, balance sheets and income statements.
• Worked with regulatory representatives to complete accurate filings and maintain compliance.
• Created and updated financial reports on frequent basis to present information to leadership teams.
• Created financial management mechanisms to minimize financial risk to business.