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Finance and Admin Officer (FAO) / مسؤول (موظف) للشؤون المالية والإدارية
GIZ

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH

GIZ assists the German Government in achieving its objectives in the field of international cooperation. GIZ offers demand-driven, tailor-made and effective services for sustainable development worldwide. Our actions are guided by the principles of sustainability. We advocate for human rights, equal opportunities and integrity, and we promote market-oriented, ecological and social economic development.

 


 Supervisor: Project Director
 Duty Station: Khartoum
 Closing Date: 22 Jan 2022

 
 Background:

For the GIZ Project
"Support to the Stabilization Process in Sudan (SSPS)"
a qualified project person based in Khartoum to fill the following position:
"Finance and Admin Officer (FAO)"
مسؤول موظف للشؤون المالية والإدارية
 
Scope of Project
 
The project "Support to the Stabilization Process in Sudan" is a new project within the framework of the Federal Republic of Germany's commitment. The objective is to support the transitional Government in stabilizing Sudan.
A significant challenge of the transitional government is to stabilize the country economically and to provide basic state services to the population reliably. Sudan ranks 170th out of 189 on the United Nations Human Development Index, and the socio-economic fundamentals are accordingly poor. The lack of basic services or the inadequacy of the capacity of the state administration weakens the confidence of the population. The expectation of the population that the conditions of living in the short term will improve appreciably in the short term through targeted measures by the transitional government is very high.

There is, therefore, a need for rapid actions to ensure a peaceful transition process. In this context, three main areas of activity, with the Sudanese partners, were identified together, where there is a high need and where rapid support is explicitly desired are namely: 1. the energy sector, 2. public finances, 3. secure IT infrastructures. A large part of the capacity-building support is intended to benefit the providers of change processes (change agents) in state institutions and other stakeholders in order to support their commitment to the positive change processes. By providing knowledge and capacity, the project will contribute to stabilization and peace in Sudan. The interventions will result in enhanced capacity and performance of the transitional Government and primary stakeholders in the areas of energy, public finances, and IT infrastructure.

As the project will be importing goods and associated services from Germany and other countries to Sudan it is looking for a qualified accountant with experience in international accounting systems and international procurement standards for the position of Finance and Admin Officer (FAO).



 
 Duties and responsibilities:

A. Responsibilities
 
The Finance and Admin Officer will be responsible for:
▪ Assure the compliance of all financial and administrative tasks with GIZ rules and regulations as well as German Foreign Office (AA).
▪ Overall financial, administrative and logistical monitoring of the project.
▪ Monitor the expenditures of the project on regular basis and report to the AV any discrepancies.
▪ Initiate and manage financing agreements and the procurement of goods and services and preparation of respective documents on the project level/threshold.
▪ Providing all Financial & Supply chain support of the project in Khartoum and other duty stations in coordination with the existing project structures.
▪ Follow up with the GIZ Country Office on the different procurement processes that are higher than the project's level/threshold.
▪ Keep good communication channels with all stakeholders, projects, and Country Office.
▪ Keep an adequate record and track of the project's assets/inventory.
▪ Provide adequate financial data and reports to the AV and the commissioning parties.
▪ Support the clearance of goods from the ports (sea and air).
 
In this context, the position holder fulfils the following tasks:
 
B. Tasks
 
1. Finance and Accounting
▪ Accounting and financial management (planning, monitoring, reporting) for the above project.
▪ Monitor expenditures of the project regularly and analyse gaps between planned budgets and actual expenses, manages and monitors the monthly accounting and financial plans and report to the AV any discrepancies.
▪ Ensure compliance with all financial and administrative tasks with GIZ rules and regulations as well as the German Foreign Office (AA).
▪ Supporting the project director/ manager and senior project staff in planning the project budget.
▪ Prepare budget calculations based on activity planning/proposals.
▪ Managing, updates, and monitors the monthly budget and financial plans.
 
2. Logistics and Administration
 
▪ Handling/preparation of procurements of goods and services in accordance with GIZ guidelines, including the drafting of contracts and orders on project level authority.
▪ Keeping and updating the contracts management file at project level.
▪ Follow up on goods and services initiated by GIZ HQ in Germany or other GIZ entities and support clearance process, customs, transport, logistics operation, visa and other actions.
▪ Helps prepare programme budget planning and helps monitor expenses in accordance with the budget.
▪ Is responsible for financial management, such as cash management, cash withdrawals, keeping the cashbook, bank accounts, preparing and entering vouchers, rebooking related expenditure, and monitoring of obligations, request transfer of funds, and checks travel expense statements of staff for approval by the superior.
▪ Is responsible for financial management, such as cash withdrawals, keeping the cashbook, bank accounts, preparing and entering vouchers.
▪ Carries out spot checks of the cash and bank book, audits project accounting.
▪ Checking WINPACCS (financial software) journals and sharing info with Project Director.
▪ Settlement of expenditure and preparing for the cash request and request for payments.
▪ Review all necessary procurement & contract documents/templates and ensure all electronic files store in the document management system (DMS).
▪ Facilitating Internal and External Audits and advising the project management and officers responsible on financial issues.
▪ Support in preparation of Financing Agreements, Grants, and Local Subsidies, review the budgets and the settlements.
▪ Managing and monitoring the contracts implementation and provide prior warnings before deadlines (i.e. contract end date, payments due date…etc).
▪ Handling of a database on prices, rates and locations of accommodation, food, catering services, workshop venue and accommodation rooms, car rental, shipping, etc. and monitoring the availability of accessories and stocks.
▪ Coordinates logistical issues for the project and partners which includes assets, procurements, services, inventories, and fleet management activity, produces factsheets, visualizations and provide presentations at internal events.
▪ Handling of correspondence and drafting of letters and documents according to needs (English and Arabic).
▪ Updating the filing system on a daily basis and keeping the inventory of the project.
▪ Review all necessary procurement & contract documents/templates and ensure all electronic files store in the document management system (DMS).
▪ Ensure the management of assets and inventory record keeping with the applicable software.
▪ Adhere to the GIZ Standard Operations manual (SOP) related to logistics and assets handing over protocol.
▪ Follow up and stay up to date with relevant government regulations on the import of goods and policies.
▪ Supports in the monitoring procurement of materials and equipment locally and or internationally and ensures the timely distribution process.
▪ Supports in organizing events and meetings logistically. This includes booking of venues, invitation of partners, transportation arrangements, tickets, translators and equipment.
▪ Ensure the management of assets and inventory recode keeping with the applicable software.
 
3. General tasks
 
▪ Supporting the project director/ manager and senior project staff in planning the program's budget.
▪ Assisting international experts coming to Sudan in all logistic and administrative issues,
▪ Ensuring compliance with GIZ PuR and GIZ regulations and AA guidelines.
▪ Preparation of grants, financing agreement and subsidies, review the budgets and the settlements.
▪ Interfacing with HQ and GIZ office.
▪ Prepare PowerPoint presentations on the procurement and financial status of the project.
▪ Performs other duties and tasks at the request by the management.

 


 
 Minimum Qualification, Skills and Experience Required:

C. Required qualifications, competencies and experience

▪ BA in accounting, auditing, business administration or similar area (MBA or masters is preferable).
▪ At least 7 years of professional experience in a comparable position (experience in the field of development and with International Organizations / Donors is highly preferable) or experience in private sector international companies.
▪ Previous knowledge of GIZ rules and regulations is preferable.
▪ Broad experience in financial planning, monitoring and reporting.
▪ In-depth knowledge of and experience in finance and accounting, including respective software working experience with SAP, WINPACCS, cost control or similar products is preferred.
 
Other knowledge, additional competences:
 
▪ Sound knowledge of international procurement.
▪ Confidential handling of data and information.
▪ Very good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (MS Office: Excel, Word, Outlook, Skype for Business).
▪ Good management and organisational skills.
▪ Structured written communication.
▪ Ability to work proactively and in a dependable and responsible manner with great attention to details.
▪ Can handle stress and work under pressure.
▪ Very good communication skills.
▪ Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management.
▪ Fluent written and oral knowledge of Arabic and English. German is preferable.

We actively encourage applications from women and people with disabilities.


Please submit the following documents in soft copy:

1. In English CV (max. two pages

Please submit the following documents in soft copy:

  1. In English (Max 1.5 Pages, Arial font size14): Motivation letter, among others, include Why do you think you are a suitable candidate for this post and what you can bring to the project.
  2. In Arabic (Max 1.0 Pages, Arial font size14): List at least 3 attributes of good financial planning and expand on one of them why you think it is essential.
  3. In Arabic (Max 1.0 Pages, Arial font size14): Mention what the steps for good bookkeeping are and for good cash management?
  4. In Arabic (Max 1.0 Pages, Arial font size14): List at least 3 challenges Sudan faces in the area of public finance management and expand on one mentioning cause and effect.
  5. In English (Max 1.0 Pages, Arial font size14): List at least 3 challenging activities you were involved with in your jobs and mention what was your role.
  6. Mention the expected monthly salary in the body of the email
Please adhere to the above requirements
Make one collective document of all of the above documents and upload it as PDF into the Sudan job web site with the Certificates.
And send a copy of all your documents electronically to Email: SSPSinfo@giz.de ; and giz-recruitment-sudan@giz.de ;
 
Only applications with the email subject line "Application: SSPS Finance and Admin Officer" will be considered.
NB shortlisted applicants will be subjected to a written assessment for a further selection

Please submit the following documents through Sudanjob.net in soft copy:

  • In English CV
  • Motivation letter

 

 

 








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