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Duties and responsibilities:
The Finance Officer role is to support accounting for the one side and to support the SRCS/DRC Finance officer in various administrative and financial matters on the other side.
Based in Khartoum he/she is SRCS finance officer responsible for supporting the DRC funded projects reporting to:
a) The Danish Red Cross (DRC) Country Manager for DRC financial reporting and office support matters
b) The SRCS Head of projects accounts section (Finance Dept.) for SRCS consolidated accounting.
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Personally responsible for the quality and timely accounting for the whole DRC/SRCS Projects as per project agreement and SRCS and DRC financial policies: paper accounting (vouchers, support documents), excel data-entry, consolidation of fields & capital journals, monthly closing process, and documents.
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Ensure compliance to both SRCS and DRC guidelines, standards, policies, and procedures especially purchasing, validation, payment procedures. Ensure strict respect of deadlines, encoding rules, budget lines.
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Technical reference for accounting: feedback, support, training, control of finance staff (accountants, assistants, cashiers) in the field
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Assist in production of consolidated financial documents: draft monthly budget follow-up + monthly/quarterly cash request, monthly/quarterly financial report for each project responsible for, participate to budget design and revision
In the absence or upon request of the DRC Country Manager:
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communicate between DRC and SRCS regarding financial related issues;
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Report to the DRC Country Manager as required;
Monitor the implementation and adherence of finance regulations for all DRC-funded projects together with other colleagues both in DRC and SRCS in the various Sudanese states of operations.
Operational / Technical responsibilities
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General
finance duties
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Ensure confidentiality on all cash / finance issues related to SRCS and DRC.
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While he/she is SRCS staff, know perfectly, respect, and ensure strict compliance at any time with SRCS and DRC standards
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And also, according to SRCS Financial Manual:
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SRCS financial guideline and standards for accounting quality (paper and Excel)
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Integration of DRC and SRCS accounting quality
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Donors’ specific requirements, as per donor guidelines and Finance Manager instructions
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Know perfectly, respect, and ensure strict compliance at any time with SRCS standards according to SRCS Financial Manual:
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SRCS chart of accounts
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SRCS financial guideline and standards for accounting quality (paper and electronic)
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Integration of DRC and SRCS accounting systems
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SRCS purchasing / validation / payment procedures for the delegation
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SRCS cash security rules (cash holding limits for safe and petty cash, security envelopes, cash movement, currency exchange, advances)
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National tax regulation and other legal requirements from the Sudan government if applicable
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Cash safety
and availability
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Responsible for safety of cash during storage, and daily payment and transfer (in accordance with cash security rules), recommend improvements
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Ensure petty cash boxes are properly handled, cashbooks maintained, and a cash count performed regularly.
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Monitor cash balance levels in capital, anticipate short-term needs and request relevant cash transfers or withdrawals to DRC country representative to avoid any shortage
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Consolidate the cash requests from the field in coordination with all relevant persons (in field + capital), submit to DRC country Manager for validation and take care of further in-house procedures.
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Organize currency exchange transactions when needed, according to the country exchange policy
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Prepare transfers to the fields according to need, in a timely manner, and in accordance with cash security rules
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Daily cash management
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Ensure close and proper follow-up of all cash advances, in capital and on the field (extra-accounting)
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Ensure proper understanding and use of all finance tools: cashbooks, advance books, cash inventories (( Financial system)), bank reconciliations, monthly cash request, etc
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Ensure payments to suppliers are performed in a strict but swift manner, in accordance with the SRCS purchasing and payment procedures
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Ensure compliance with cash control procedures for each journal: cashbook updated at every single transaction IN/OUT, weekly cash count and reconciliation with accounting system together with and DRC country manager, complete cash inventory performed and signed on last day of the month
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Ensure any cash discrepancy is investigated (and reported to SRCS Head of Finance and DRC Country Manager)
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Bank management
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Prepare cheque payments, transfer requests and bank reconciliations for all bank accounts in capital, check all bank reconciliations from the field
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Ensure copies of checks / proof of transfer are always attached to voucher for payments from bank accountant
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Paper accounting
(vouchers)
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Develop relevant (or suggest improvements to existing) tools and forms to help finance staff record and follow-up recurrent costs in a proper and consistent manner (incentives, per diems, utilities, etc)
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Responsible for quality of receipts / vouchers throughout the mission : check every single voucher from capital + field, ensure that all vouchers are in accordance with DRC/SRCS standards (translated in a understandable way and readable)
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Ensure vouchers are properly presented and stamped, include all relevant & required validation signatures, include attached any relevant and required support documents
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Report immediately any litigious / suspicious voucher / receipt / document to SRCS Head of Finance Projects section and DRC Country Manager
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Send personalized feedback to each relevant accountant/administrator in case vouchers are incomplete or invalid, request missing documents,
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Minimum Qualification, Skills and Experience Required:
Recruitment criteria
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Education:
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University degree in accounting or finance.
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Experience:
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Minimum 3 years relevant experience, with demonstrated skills in effective compliance to procedures and control of expenses within the international or non-governmental organisation (NGO).
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Languages:
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F/R – English F/R – Arabic
F – Fluent | R – Required
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Competencies:
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Familiar with financial tools and management, very at ease with numbers, excellent logic & analytic skills, willingness to acquire skills in budget control/monitoring performance, able to identify and report risks and problems, organized and able to prioritize, expert knowledge of Excel, able to train / coach finance staff, fast-learner.
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Personal qualities:
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Mature, good interpersonal skills, rigorous, detail-oriented, able to work in a multi-disciplinary and multi-cultural environment, autonomous, able to function in a loosely structured complex work environment, a strong sense of personal integrity, and a good team player.
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