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Finance and Administration Assistant
MEDAIR

Medair is an international humanitarian organisation inspired by Christian faith to relieve human suffering in some of the world’s most remote and devastated places.

 


 Internal: Country Director, Finance Manager, Liaison Officer, Senior Finance and HR Officer, Logistic Officers and Assistants, employees.
 External: Local authorities and government bodies, auditors, donors, vendor/supplier.
 Supervisor: Finance and HR Manager
 No. of Post: 1
 Duty Station: Khartoum
 Duration: 6 months, with possibility of renewal
 Closing Date: 09 June 2022

 
 Background:

Medair is a humanitarian INGO whose mission is to relieve suffering in some of the world’s most remote and devastated places. Currently implementing Projects in Khartoum and Gedaref. Implementing projects in health and nutrition, WASH, shelter and NFIs.

 

DEPARTMENT OVERVIEW :

Finance and HR Department have the responsibility to coordinate the annual operating budgets, Recruitment, accounting, payroll, Liaison, asset management planning and tracking record in coordination with the logistic department, job costing, mandated financial reporting and management reporting.

 



 
 Duties and responsibilities:

Finance (50%)

  • Assist the day-to-day needs and administration of the operational Safe.
  • Post daily expenses on Field Connect and carry out cash counts on weekly and Monthly basis.
  • Preparation of bank reconciliation for all Medair bank accounts on weekly and monthly basis
  • Ensure timely and accurate closing of the month.
  • Assist with the record keeping of the safe holder of the Security Money Safe.
  • Ensure that all paperwork is according to Medair procedures
  • Assist in preparing a monthly Cash Needs Forecast in cooperation with HR/Finance Manager.
  • Review of all payment vouchers, petty cash vouchers and journals on monthly basis to ensure completeness, Accurate and proper coding to projects.
  • Ensure that all statutory deductions (NSIF and Taxes) are properly calculated and paid on monthly basis.
  • Assist in preparing cash transfers to the field offices on need basis.
  • Updating the HR/Finance Manager of any changes in laws relating to taxes, NSIF and other statutory deductions in the country.
  • Provide support in other areas as requested by the Finance/HR Manager.

 

Human Resources (40%)

  • Assist co-ordinate and support all aspects of the recruitment and selection process of national staff, in liaison with HAC and Ministry of Labour ensuring that Medair’s recruitment process follows good practice and is according to the law.
  • Keep documents related to the aforementioned activities stored online box platform.
  • Provide guidance and assistance to new employees.
  • Keep records of employee performance reports, grievances, and approved leave forms, among others.
  • Draft and file the necessary paperwork during employee termination.
  • Follow up with NSIF to ensure that all national staff have NSIF numbers and are contributing to Fund.
  • Ensure compliance with human resources related obligations including the labour laws and human resources policies.
  • Help in the translation of human resources documents from Arabic into English and bringing any discrepancies to the attention of the HR & Finance Manager.
  • Conduct field visits to assist field staff on related HR issues.

 

Liaison (10%)

Support on the following areas when Liaison Officer is on leave or in times of high workload;

  • Timely application for and processing of all visas, permits, etc. required by Medair expatriate staff entering, living in, and leaving Sudan.
  • Ensuring expatriate staff are aware of various permits they hold and why, how and when they may be required to produce them.
  • Ensuring expatriate staff are aware of deadlines for visa/permit applications.
  • Assisting expatriate staff in acquiring such permits at their request.
  • Maintaining appropriate records in form required by Medair so that information on the required visas/permits/flights is immediately available as well as the status of obtaining those items
  • Staying up-to-date on Sudanese government legal requirements as they relate to NGOs whether for individual staff permits, organizational permits, or any other kind of permit, registration, visa etc.
  • Planning work schedule such that visa/permits/items are all obtained in an efficient manner and by the deadline dates.
  • Providing support in other areas as requested by programmes 

 
 Minimum Qualification, Skills and Experience Required:

 

QUALIFICATION / EXPERIENCE:

ESSENTIAL

DESIRABLE

Qualification

Diploma in Accounting, Finance or business-related field

Has done or is continuing with Professional Accounting course e.g. Certified Public Accountant (CPA)

Work experience

3 years’ experience in  Finance/Accounting position

Experience within an international NGO working in the Sudan context

Intercultural experience

Previous experience working with other cultures

 

IT experience

Excellent computer skills, especially Excel, Word, Internet

Experience in drafting spread sheets, databases, financial reports

Languages

High level of written and spoken Arabic

High level of English (written and spoken)

 

 

 

 

COMPETENCY

ESSENTIAL

DESIRABLE

Motivation

  • Organised, works well under pressure
  • Good analytical skills
  • Detailed oriented

 

Team building

Works well in a team, with minimum supervision

 

Adaptability

  • Adaptable & willing to take on additional tasks
  • Fast learner who can order under stress
  • Ability to pay attention to detail, analyse and suggest solutions

 

Management & Leadership

Good communicator, able to prioritise tasks

 


Application Procedure:

Applications with CV and cover addressed to the Country Director of Medair, can be hand-delivered to Federal HAC offices in Khartoum or applied via Sudan Job site. The closing date for receipt of applications is 09/06/2022









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