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Job Descriptions

 

 

 

 

 

 

 

 

 

 

 

 

Programme Manager

 

 

 

 

Programme Coordinator LSBE

 

The position of National Life Skills Programme Manager is to manage Life Skills Programme activities and with the support of supporting staff coordinating different programme activities; including:

  • planning & Managing LSBE programme
  • Liaison with local partner NGOs and beneficiaries
  • Monitoring & Evaluation of Project & Partners

Main responsibilities

To facilitate implementation of project activities according to the work plan.

  • Networking and collaboration with partners
  • ensure the smooth running of project activities by providing technical back stopping.
  • Plan and organize trainings in consultation with the programme staff and partner NGOs.
  • Monitoring field visits & activities
    Main Tasks:
  • Review monthly reports from the partner NGOs and compile annual reports on the project activities.
  • Ensure implementation of the monitoring and evaluation plan of project.
  • Assist in development and facilitation of training modules and training courses.
  • Develop and maintain linkages with Ministry of Youth affairs and other relevant ministries of Government of Pakistan.

1. Provide support in the implementation of LSBE project

  • Provide technical backstopping to the NGOs involved in implementation of the projects.
  • assist partner NGOs in developing youth groups and youth network
  • assist the youth groups and youth network to plan activities.
  • identify suitable opportunities for youth participation.
  • Coordinate with the partners during the implementation of the projects.
  • Provide information on the basis of the best practices to the NGOs involved in WPF projects.
  • Provide support/backstopping to the donors in timely submission of report.

2. Plan and organize project events in consultation with Programme staff and partners

  • Plan the formation of youth groups & different Advocacy campaign.
  • Coordinate the training activities
  • Plan training activities: their schedule, venues, details of the training programme in consultation with the Partners
  • facilitate the trainings of teachers & partners when and where necessary
  • responsible for logistic arrangement of training workshops according to the training schedule.
  • Ensure the availability of the relevant training material during the trainings
  • Maintain & update a database of relevant information like number of schools, number of teachers and their responses regarding the activities or training etc

3. In addition

  • Assist with resource mobilisation, including project design and proposal writing
  • develop monthly work plans
  • preparation of quarterly and annual reports
  • Assist in knowledge management process
  • Assist WPF in liaising with the members
  • Undertake business travel as required
  • Undertake any other activity that contributes to the smooth running and development of the provincial consortium/network

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Programme Officer

 

The position of the Program Officer is to develop and lead WPF Pakistan’s Programmes.

This post requires a highly dynamic individual who will support and assist the Senior Porgamme Officer in implementing the WPF Progammes in Pakistan. Essential facets of the role include Programme implementation, coordination (with Communications Officer) of knowledge management activities, technical backstopping to the partners support in planning and implementation of training activities and support to researchers and report writing.

Main responsibilities

  • Implementation of WPF Programmes – grant management
  • Support in program development, resource mobilization, reporting and networking
  • Documentation and reporting

Main Tasks

1. Grant Management

  • Provide technical backstopping to the partners involved in implementation of the WFP programmes
  • Coordinate with the partners for timely reports and documentation during the implementation of the projects.
  • Ensure Timely release of funds
  • Ensure quality of reports
  • Ensure proper utilization of funds as per work plan and budget

2. Programme Development and reporting

  • Design and implement M&E
  • Collect and scan relevant strategic information on WPF role.
  • Facilitation of project visits
  • Networking with partners and Public Private Partnership

3. Documentation and reporting

  • Prepare reports on the basis of data collected from the field for donor reporting
  • Assist in the designing of and writing of fundraising proposals and other documents.

4. In addition

  • Assist in the preparation of quarterly and annual reports
  • Undertake business travel as require
  • Undertake any other activity that contributes to the smooth running and development of WPF

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Programme Officer (Communication & Social Marketing)

 

The position of the Communication Specialist is to assist WPF Pakistan’s Country Representative in building the quality of communication coming from the Pakistan Field Office and partners.

Main Responsibilities

  • Plan, develop and implement an appropriate communication strategy of WPF inline with national priorities and WPF Headquarters guidelines
  • Develop and implement SRHR advocacy strategy for Pakistan Office and communicate in-consultation with development and civil society network, with key decision makers, and in liaison with national and international media.
  • Promoting the work of WPF at the national and international levels
  • Develop and implement marketing and resource mobilization strategies   

Main Tasks:
1.  Plan, develop and implement an appropriate WPF,P Communication strategy

  • Develop communication strategy to inform its achievements to stakeholders   
  • Provide support to the WPF Country Representative for making impressive and effective presentations
  • Intensify and maintain a steady flow of information on WPF Projects to HQ, partners, donors and media  
  • Identify and develop opportunities for promotion of the WPF’s SRHR projects
  • Develop communication and IEC materials e.g. brouchers, quarterly/annual reports, videos, audios etc     

2. Develop WPF advocacy strategy and liaison with partners development networks, government, key decision makers, and liaison with national and international media

  • Develop SRHR advocacy strategy of WPF for policy reforms
  • Coordinate and lobby to promote more effective policy making on Adolescents reproductive health at the national, regional, and international and level
  • Facilitate issue based communication between WPF and other groups
  • Develop and maintain close contacts with national and international media on issues relating to SRHR  
  • Organize media events (press conferences, festivals, forums and briefings), develop fact sheets and talking points, line up interviews and undertake all media activities related to WPF projects
  • Sharing of information with regional and international SRH networks

3. Promote the work of WPF at the national and international levels

  • Prepare, edit and oversee publication of reports, documents and other materials
  • Content development for WPF website and develop innovative approaches to using the web, broadcast, multi-media and new electronic technologies
  • Collect information from partners NGOs and other sources and design, publish and disseminate newsletters to the stakeholders.

 4. Develop and implement marketing and resource mobilization strategies 

  • Develop marketing/Business Plan for sustainability of WPF programmes and projects 
  • Resource mobilisation, including assistance in project design and proposal writing
  • Assist the WPF Country Representative and Program in developing the workplans
  • Undertake business travel as required and activities that contributes to the smooth running and development of  WPF, P

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IT Mangager

 

The position of IT Manager is to manage the IT infrastructure of the WPF Pakistan

Main Responsibilities

  • Management of LAN
  • Website development and maintenance
  • Windows Server, Email Server and Antivirus server management
  • Data backups, Troubleshooting Hardware, Software and general Network issues
  • Technical Assistance to WPF staff
  • Ensure the smooth IT operations

Main Areas of Work

1. Website Designing & Development

  • Improved Visuals and Design
  • Sharing of information about WPF projects and their achievements
  • Better and wide scale Coverage of WPF Activities
  • Sharing of WPF publications

2. Smooth IT Operations

  • Networking of Computers & Printer Sharing
  • Internet Access of all computers
  • Data Backups
  • Troubleshooting of computer software’s, installation of software’s installation drivers, secure computer systems using Antivirus protections etc

3. Technical Assistance to WPF staff

  • Technically Assist Staff for Networking and IT enhancements in their Provincial and Regional Offices
  • Email Accounts Management & their updates (Creation/Deletion and memory management)

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Admin-HR Officer

 

The position of the Admin/HR Officer is to assist WPF Country Representative for Pakistan to ensure the efficient running of support services for Islamabad Office

Main Responsibilities

  • Manage administrative function and establish internal administrative systems and controls.
  • Establish and maintain WPF office and i8ts assets
  • Ensure the smooth operations of the WPF office
  • Manage HR and HR records

Main Tasks

1. Establish and maintain WPF office

  •  View and assess potential office space according to pre-determined criteria
  •  Negotiate prices, leases, and contracts in consultation with CR and Finance Office
  •  Set up WPF office, including furnishings, fittings, and equipment
  •  Arrange for office security
  •  Arrange for installation of all the utilities

2. Smooth Operations

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    • Maintain office records.
    • Act as focal point for suppliers or service providers for procurements and repair & maintenance activity.
    • Take initiative on cutting costs without compromising quality.

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    3. Manage administrative function and establish internal administrative systems and controls

    Manage human resources policies and procedures, including salary reviews, provident fund, employee manual and health insurance administration.

    Ensure proper use and maintenance of physical assets and office, including vehicles, equipment, furniture, and office building. Arrange for repairs as necessary.

    Ensure security of office, staff, and physical assets belonging to the organisation.

     

     

     

     

     

     

     

     

    Finance Officer

     

    The position of the Finance Officer is to oversight the open, transparent and accountable running of the organization’s financial dealings with external and internal clients

    1. Provide financial and accounting management and direction to WPF  
    2. Ensure the financial integrity of the operation with regards to controls, systems, financial reporting, and resource development.
    3. Contribute fully to implementation and oversight of technical assistance to WPF staff and partners in the area of financial accounting and management.
    4. Prepare Budget and Financial Reports
    5. Additional responsibilities

    Main Tasks

    1. Provide financial and accounting management and direction to WPF 
    • Maintain systems and controls to ensure the efficiency, integrity and transparency of the WPF Pakistan office operations in accordance with guidelines provided by WPF Head Quarters and internationally accepted accounting standards.
    • Maintain effective control over cash and bank, and ensure that cash in hand and bank reconcile with accounting records. Ensure that the field office and sub-office funds are adequately managed.
    • Assist and support the Programme Manager and Country Representative in the preparation of budgets for project proposal and annual field office budgets.
    • Ensure the effective and efficient working of budgetary, accounting, reporting and internal control systems for the field and all sub-offices.
    1. Ensure the financial integrity of the operation with regards to controls, systems, financial reporting, and resource development.
    • Ensure all accounting records and supporting documentation for all financial transactions is maintained in a systematic order and in safe and secure conditions in the field office and sub-offices.
    • Maintain accurate and effective financial controls on all transactions incurred by the Pakistan office as part of project implementation and other related costs.
    1. Contribute fully to implementation and oversight of technical assistance to WPF staff and partners   in the area of financial accounting and management.
    • Assist and support the Programme Manager and Country Representative in ensuring that field expenditures meet WPF and institutional donor requirements and remain within the approved plans and budgets.
    1. Prepare Budget and Financial Reports
    • Prepare WPF Pakistan office Budget in consultation with the Country Representative and all the departments.
    • Provide the Country Representative for Pakistan with complete, accurate and timely financial reports, including institutional donor reports where required for all projects implemented in the field office, in the required formats.
    • Provide quarterly and where required monthly financial reports to the WPF Head Office.
    1. Additional responsibilities
    • Liaise with external auditors, government departments, banks regularly.
    • Manage and undertake local internal audits of the Pakistan office including implemented projects.
    • To work as part of a team and liaise with the Programme Manager and Country Representative, field office and HQ Finance, Overseas Programme and Resource Mobilisation departments.
    • Ensure respective programme managers understand variance implications.
    • Assist Office Manager to ensure contractual commitments (e.g. for the rental of vehicles and/or Premises) are expressed in forms appropriate for the circumstances of the programme.
    • Contribute to the development of WPF strategic priorities and operational plans.
    • Review and update financial policies and procedures

    The position of the Finance Officer is to oversight the open, transparent and accountable running of the organization’s financial dealings with external and internal clients.

     
     
     

    Development Coordinator CR

     

    Development coordinator will work and report to Country Representative and will perform following functions:

    • Represent CR in various meetings/Forums
    • Development and implementation of WPF's strategic plans
    • Internal communication and facilitation of dialogue between WPF and partners
    • Support in program development
    • Resource mobilization, reporting and networking
    • Ensure quality of reports and collect and scan relevant strategic information on WPF role
    • Networking with partners and Public Private Partnership
    • Assist in the designing of and writing of fundraising proposals, concept papares and other documents
    • Undertake business travel as require and undertake any other activity that contributes to the smooth running and development of WPF

     
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    Finance Assistant

     

    The Finance Assistant position has been created to assist WPF Pakistan’s Finance Manager in monitoring project finances and accounts; including:

    • Assist in cash and bank management.
    • Assist in preparation of financial Statements

    Main Responsibilities:

    1. Cash management in Daily Operations
    2. Assist Finance Officer in Providing financial and accounting management and directions to WPF 
    3. Assist Finance Officer in Preparing Budget and Financial Reports
    4. Additional

     

    Main Tasks

    1. Cash management in Daily Operations

    • Petty cash handling.
    • Cash and Bank payments with preparation of supporting documents for approval.
    • Tax at source deduction-Depositing Tax in Bank within due time.
    • Cash withdrawal from Bank for petty cash payments.
    • Staff medical reimbursements and maintenance of staff medical record.

    2. Assist Finance Officer in Providing financial and accounting management and directions to WPF

    • Monthly preparation of bank reconciliation statements of all WPF Bank Accounts within Pakistan
    • Liaise with Bank
    • Quarterly WPF- Pakistan Inventory Count
    • Posting of data in accounting software.

    3. Assist Finance Officer in Preparing Budget and Financial Reports

    • Assist Finance Officer in Preparing Budget and Financial reports.
    • Control extra cost and overheads.

    4. Additional

    • Assist in event management, workshop arrangements etc.
    • Assist Auditors and consultants.
    • Any other Duties assigned by the Finance Officer

     

     

     

     

     

     

     

    Admin Assistant

     

    The position of the Administrative Assistant is to assist Office Manager in providing the full support to office management and staff.

    Main Responsibilities

    With support from the Office Manager:

    • Provide secretarial support to staff
    • Ensure the smooth operations of the office
    • Make travel arrangements and organise meetings and workshops.
    • Management of petty cash.
    • Maintenance and updation of WPF’s Resource centre.
    Main Areas of Work 1. Provide Secretarial Support 
    • Establish and maintain a secure system to receive, distribute and dispatch mail after entering into register.
    • Distribute letters, memos, faxes and other documents.
    • Make photocopies, oversee photocopying work of peon/intern, and ensure that photocopy and fax machines are in good working order.
    • Establish and maintain a filing system allowing for easy retrieval by staff.

    2. Smooth Operations

    • Receive telephone calls, take and pass on messages in an efficient manner.
    • Ensure that telephone exchange is properly used and kept in good working condition; ensure repair and maintenance as necessary.
    • Attend visitors.
    • Ensure that guards are active and that they record the details of visitors in the register provided.
    • Maintain up to date staff leave records and prepare accurate periodic leave reports after reconciliation with attendance register and other records.
    • Keep kitchen and office supplies inventory records and maintain minimum required stock level at all times.
    • Act as focal point for suppliers or service providers for procurements and repair & maintenance activity.

    3. Arrange travel and organise events

    • Coordinate with management to negotiate discounted rates for travel, rooms, food and halls with reputable travel agencies, hotels, guesthouses and other institutions in major cities and maintain updated list with access by all staff.
    • Make hotel and travel bookings.
    • Perform other tasks as assigned.

     

     

     

     

     

     

     

    Transport In-charge

     

    The Transport Incharge is responsible for providing WPF staff and visitors safe Transport facility.

    Main Responsibilities

    With support from the Administrative Assistant:

    • Drive WPF vehicle safely.
    • Transport mail/items with due care.
    • Maintain log book and tank filling record.
    • Assist in other office-related tasks, as and when required.
    Main Areas of Work 1. Drive Safely
    • Drive WPF vehicle carefully and defensively
    • Follow traffic rules and regulations.
    • Transport all WPF staff and visitors safely.
    • Clean and maintain interior and exterior of vehicles regularly.
    • Check and replenish fuel, oil and lubricants on daily basis.
    • Communicate with supervisor regarding all trips.
    • Record vehicle usage in the log book on daily basis and get log book reviewed by supervisor on regular basis.
    • Make sure that vehicle has proper tools in case of roadside problem.
    • Ensure that road tax, insurance cover etc. are up to date and keep a certified copy of vehicle registration book at all times.
    • Demonstrate continual vigilance to the highest degree of driver’s courtesy for both other drivers, and pedestrians.
    • Follow WPF vehicle policy and procedures.
    • Ensure security of vehicle and possessions inside vehicles at all times.

    2. Transport mail/items

    • Pick and deliver mail as required with due care.
    • Transport items/material safely including Bank tasks and documents.

    3. Maintain log book and tank filling record

    • Record all vehicle related details in log book and put speed-meter reading on each and every expenditure bill at the time of making expenditure or putting fuel/gas.

    4. Other tasks

    • Make photocopies with taking care of original documents being photocopied.
    • Conduct bank- related affairs including payment of utility and other miscellaneous bills.
    • Help in kitchen as required i.e. serving tea/coffee, arranging food on table etc.
    • Make small purchases as required by Office management.
    • Perform other tasks as assigned.

     

     

     

     

     

     

     

    Chef

     


    The position of the Chef is responsible for the preparation of catering for WPF Pakistan’s office and in-house training sessions. The responsibilities includes:

    Major Responsibilities:

    • Prepare menus in collaboration with WPF’s Administrator and make the requisite purchase of ingredients and equipment.
    • Prepare and cook food according to daily meal plan.
    • Operate and oversee use of appliances including, ovens, refrigerator and other small kitchen appliances. Inform the administration if there is a need to repair any appliances.
    • Determine food needs and quantities based upon daily usage and menus planned.
    • Provide input and suggestions to menus for special functions and events to daily lunch menu.
    • Ensure smooth execution of events in manager’s absence.
    • Maintain standards of sanitation, kitchen hygiene.
    • Other duties as directed.

     
     

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