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Office Assistant
Action Against Hunger Spain

Action Against Hunger is an international humanitarian organization committed to ending child hunger. We work in over 40 countries around the world, helping over 9 million people every year.

 


 Start date: 15 Feb 2021
 End date: 14 August 2021 (renewable)
 Section/Unit: Operations
 Grade Level: Assistant
 Supervisor: Support Managers & Officers
 No. of Post: 1
 Duty Station: Khartoum
 Duration: 1 year
 Closing Date: 19 Jan 2021

 
 Background:

Job Title

Office Assistant  

Direction / Department

Operations / Support 

Main place of work

Khartoum – with travel to the field bases (only if requested/urgent)

Hierarchical Line Manager:

Finance Manager

Functional Line Manager:

Support in-charge (Finance, HR & Liaison, Logistics)

Internal relation

All AAH staff and departments

External relation

Representatives from GoS, international and local implementing partners, UN & (I) NGOs, LNGOs etc

 



 
 Duties and responsibilities:

Goal      Ensure smooth running of Action Against Hunger premises in Khartoum and support functions 

Objective 1: Perform Finance and Accounting day to day tasks

Specific Tasks:

•            Assist the Finance Manager to prepare payments and issue invoices, receipts according to AAH standards

 ensuring that AAH chart of accounts and policy on payments are respected.

•            Assist Finance Manager to prepare all AAH payments and cheques for banking deposits on daily and a weekly

 basis for staff, suppliers, partners; get signatures from authorized signatories

  •        Update financial spreadsheets with daily transactions,

•            Withdraw cash from bank for mission expenses adhering to AAH security rules and procedures related to bank

and cash movements.

•            When requested by Finance Manager,  contact suppliers and partners to obtain information related to cash

transfers and payments, and follow up with partners regarding  financial reports and whether they are in compliance

with allocated budget lines agreed on MoU between AAH and local partners

•            Obtain invoices and follow up on advances opened with all departments (LOG, OP, HR, Programs) in

accordance with AAH advance liquidation and cash management policies and make sure all necessary supporting

 documents are attached and authorized signatories have signed accordingly.

•            Follow up on bank procedures, bank transfers and collect bank statements in the middle and end of each

 month for mission’s accountancy.

•            Organize and archive finance department files in accordance to AAH archiving systems.

 

Objective 2: Assist HR & Liaison Officer with administrative day to day tasks

 

Specific tasks:   

•            Perform some administrative tasks (mobile credit dispensing, tea coffee stocking, staff ID card printing, flights

 booking for staff, checking of electricity and water availability at various floors on a periodic basis)

•            Manage the cleaner in Khartoum office and be focal point for cleaning company

•            Be focal point for AAH staff (across Sudan) for all HR related complaints and feedback

•            Assist HR department to collect HR and admin documents from employees across Sudan

•            Assist HR department to complete, update and archive AAH personnel files operating the human resource (HRIS)

 soft ware and enter personnel data and up-to-date record as appropriately

•            Assist in preparation and submitting of needed documents to authorities   .

•            Assist in organizing / scheduling written tests and interviews for positions to be recruited

•            Maintain confidentiality related to personnel files

•            Brief and explain HR Manual and policies and procedures to newly recruited staff and AAH internal regulations

•            Follow-up on staff leave balance

•            Any additional tasks assigned by HR & Liaison Officer as required

Objective 3: Assist Logistics Department with office-related tasks

•            Receiving and reporting to LOGS any item needed in the office or gust house.

•            Ordering, controlling and distributing stationary stock

•            Receiving and signing goods received note from procurements officer for Office and  guest house items

•            Order and maintain / record inventory and usage of Generator fuel

 


 
 Minimum Qualification, Skills and Experience Required:

Minimum Qualifications and Experience

•            BSC . in  Accounting, Business Administration, or any related field

  •        At least 3 years related experience preferably in INGO

Necessary Skills:                                          

•            Excellent diplomatic, communication, and organisational skills are required. 

•            Have the ability to shift priorities and multitask. 

  • Capacity to work as a team player 

•            Fluent in Arabic and English.

  • Good computer skill (Microsoft office: Word, Excel and Power point)

 

 

 


COMPULSORY POLICIES AND DOCUMENTS TO KNOW AND ENDORSE

  • Code of Conduct and Principle Chart
  • Protection against sexual exploitation and abuse (PSEA) Policy
  • Prevention and management of harassment cases and labor conflicts
  • Child protection policy
  • Gender policy
  • Security Document-Data protection policy
  • Transparency Policy
  • Anti-corruption policy

INTERNAL DOCUMENTS FOR THE POSITION PROPER PERFORMANCE

  • PEN AAH-E (National Strategic Plan) and ISP AAH (International Strategic Plan).
  • Mission strategy
  • AAH Theory of Management
  • Values and principle chart
  • Deontology Code and Ethic Committee
  • Feedback Mechanism Protocol
  • Donors Guidelines
  • Kit Log, Admin Procedures, HR Procedures
  • Internal Regulations
  • Action Against Hunger Code of Conduct including Principles
  • Security plan

 This document is non-contractual and may be modified to reflect the changing needs of the mission.

FEMALE CANDIDATES STRONGLY ENCOURAGED TO APPLY









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