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Admin & Finance Officer
Premiere Urgence Internationale

Première Urgence Internationale is a non-profit, non-political, non-religious international NGO. Première Urgence Internationale helps civilians who are marginalised or excluded as a result of natural disasters, war and economic collapse. Our mission is to defend basic human rights, such as those set out in the Universal Declaration of Human Rights in 1948

 

 


 Section/Unit: Admin & Finance/Human Resources
 Grade Level: Category B1 - Level 1
 Supervisor: Deputy Admin Manager
 No. of Post: 1
 Duty Station: Karrari - Khartoum
 Duration: 6 months
 Closing Date: 20 May 2024

 
 Background:

The Admin and Finance Officer is under the direct responsibility of the Deputy Admin Manager. 

He/she ensures the proper daily administrative and accounting management of the base and the other bases under functional supervision in compliance with PUI procedures and the Sudanese legal framework.

He/she supports the Deputy Admin Manager in the definition and implementation of financial, accounting and administrative procedures and is one of the guarantors of the proper application of these procedures at the base level.

He/she provides legal and administrative support to Deputy Admin Manager in all matters related to taxes, duties and other legal and statutory aspects and assists them in all accounting matters.



 
 Duties and responsibilities:

A. TREASURY & CASH FOLLOW-UP
- Control the management of the petty cash.
- Ensure that the daily physical inventory of the petty cash is accurate, and report any discrepancies to his/her line manager 
- Ensure availability of cash at base level and forecast any cash issue
- Prepare the weekly cash forecast and request at the base level
- Prepare and validate any checks done at the base level 
- Monitor due dates for payments of contracts 
- Follow-up with regular payments
- Guarantee the security of the cash and confidentiality of information

 

B. FINANCE & ACCOUNTING MANAGEMENT 
- Check, before recording any entry, that the invoices are compliant with PUIís regulations and procedures 
- Record all expenses made through the bank in the Excel books daily, and properly fill in the information needed (date, accounting code, project, budget code, etc.) 
- Monitor the voucher process, and the quality of archiving of the invoices, as per the PUI & donorís rules and regulations
- Guarantee the quality of the archiving process at the coordination level
- Consolidate and check the accuracy of data of Base accountancy.
- Prepare the monthly accounting closure for the Base 
- Participate in the consolidation of budget follow-ups
- Prepare the weekly financial forecast of the Base, compile it, and send it to the Admin Manager for validation
- Collect all invoices exempted from the VAT
- Issue a monthly with-holding tax report
- Prepare the bank reconciliation at the end of each month 
- Prepare the annual closing documents necessary for the base
- Support to prepare the external audit visits (donor and coordination visits)

 

C. PREPARATION OF HR PAYMENTS
- Prepare salary advance(s), monthly salaries, end of accounts, per diems and any exceptional payment(s) for local staff when applicable; 
- Prepare expatriatesí per diems at the beginning of each month and security envelopes when needed for Gedaref 
- Support in the calculation and payment of NSI (National Social Insurance) and income taxes via respective authorities in the country as well as all other annual declarations to the Ministry of Finance at the base level.

 

D. ADMINISTRATIVE MANAGEMENT & FOLLOW UP
- Follow up on personnelís weekly and monthly attendance with line managers;
- Prepare and follow up on relevant tool(s) (i.e. attendance sheets, work plan, leave requests, order of missions, etc.);
- Keep track of the personnel leaves and update concerned tools and system(s) accordingly;
- Prepare and ensure the availability of valid administrative equipment for staff (i.e. access cards, business cards, insurance cards, etc.).

 

E. ARCHIVAL OF HR FILES AND REPORTING 
- Maintain and ensure the completion and archival of all supporting documents/tools of the recruitment processes as per Recruitment Guidelines; 
- Support the line manager in receiving and archiving all relevant training documents (i.e. training requests, certificates, materials, etc.);
- Archive attendance tool(s) (i.e. attendance sheets, work plan, leave requests, order of missions, etc.);
- Archive legal documents in personnel files and update relevant tools and systems accordingly;
- Manage the physical and electronic archival of personnel files as per HR Guidelines;
- Organize and ensure the availability of all required personal and contractual documents in the concerned files.
- Keep track and provide accurate and updated HR reports/systems regularly and as needed (i.e. HR Database/Payroll, HR Pack, HRMS, organizational chart(s), contact list, insurance claims, tracking tools, etc.); 
- Support in the preparation of reports related to disciplinary measures (i.e. minutes of meetings, etc.);
- Support the line manager in the preparation of any internal/external HR audit;
- Report to the line manager any concern, and/or challenges/obstacles faced;
- Support the line manager in sharing HR updates and/or information with other personnel through possible communication channels (i.e. meetings, emails, HR board, etc.).

 

PRIORITIES OF THE DEPARTMENT
i. CONTRIBUTE TO THE DEVELOPMENT OF TOOLS THAT EFFICIENTLY AND EFFECTIVELY SUPPORT THE POLICIES/GUIDELINES;
ii. SUPPORT THE LINE MANAGER IN UPDATING AND IMPLEMENTING THE HR GUIDELINES AND TOOLS ACROSS THE BASES;
iii. PREPARATION OF STAFF PERSONNEL FILES

iv. SUPERVISE THE WORK OF HUMAN RESOURCES & FINANCE ASSISTANTS AND COMPLY WITH THE NECESSARY SUPERVISORY ROLE AND DUTY WITH SUPPORT FROM HIS/HER LINE MANAGER.
 


 
 Minimum Qualification, Skills and Experience Required:

  • Language skills: Fluent in English and Arabic (Speaking and Writing).

 

  • Education degree: University Degree in Finance, Accounting, Economics, Business Administration or any related field.

 

  • Work experience: Minimum of two (2) years of experience and one (1) year in NGOs/Private companies on a similar role or position.

 

  • Knowledge and skills: 
  • Good analytical and writing skills
  • Knowledgeable about Sudan Labour Law and the provisions of the National Social Security law;
  • Good management capacities and team spirit.
  • Computer skills: Good knowledge of MS office software including Word, Outlook, Excel, PowerPoint, SharePoint, Teams, etc.

 

  • Other: 
  • Good skills in reports and contract redaction 
  • Knowledge of humanitarian actors 
  • Good management and pedagogical skills 
  • Excellent communication and diplomacy skills to manage relationships in potentially tense situations

assets

  • Interests
  • Strong motivation to help people in need 
  • Understanding of the political situation in the area

 

  • Transversal skills: 
  • Conflict resolution and diplomacy experience.
  • Able to analyze and suggest improvement.
  • Able to take initiative to deal with difficulties encountered in daily work.
  • Able to adapt or change priorities according to the changing situation within the base or the organization itself. 
  • Autonomous, neutral, hard-working.
  • Able to manage stress and pressure.









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