The Finance and Administration Officer will be responsible for finance and administration functions and ensure they are carried out in accordance with Concern policies and Donor Regulations. S/he will maintain the books and records for both bank and cash transactions in the Concern Field Offices in Gadaref, including reviewing all supporting documentation for payment requests, preparing cheques for signature and making cash payments in the field following the roster. S/he is also responsible for monitoring cash balances in the office cashbox and safe and notifying the Area Manager on a timely basis when a transfer from Khartoum is required. 

Cash Management

• Acting as the cashier responsible for the petty cash held in the safe box.
• Monitoring petty cash levels in the cash box and safe.
• Preparing cash transfers on a timely basis to ensure that there are always sufficient funds in the Gadaref office.
• Ensure cash payments are made within Concern’s limits and that all required documentation and authorisation procedures for the payment have been followed.
• Ensure the issuing and retiring of cash floats to approved float holders and that all required documentation and authorisation procedures have been followed.
• Ensure timely preparation of cheques for signature.
• Arrange the preparation of cheques and liaise with suppliers regarding pick up or delivery of payments.
• Carry out weekly cash counts in conjunction with the Emergency Coordinator and reconcile cash with the cash book, ensuring hard copies of cash counts are signed weekly and filed.
• Travel to Programme field sites as and when requested to make cash payments to refugee volunteers, attendees of trainings &/or workshop participants.

Books and Records

• Ensure accurate cash & float logs are maintained and up-to-date.
• Ensure that Transaction Vouchers are manually raised to record all safe, bank & cash movements and filed numerically with the supporting documentation.
• Ensure that electronic safe, bank & cashbooks are updated on a regular (daily) basis.
• Monitor cash flow to ensure that adequate funds are available in the safe to support all programmatic or operational activities.
• Ensure accurate coding is used on all payment requests.
• Ensure that all receipts are properly checked and verified, including any payments to local partners.
• Send all bank and cash books and cash reconciliations to the Area Manager as per the organizational deadline agreed in the first week of every calendar month.

Miscellaneous

• Make prompt and timely payment of all local taxes where applicable.
• Occasionally travel to other Concern Offices to assist the finance team or attend training as requested by the Country Financial Controller.
• Provide information and support to Programme and Systems staff on issues such as budget coding and standard Concern Finance Policies and Procedures.
• Ensure familiarisation and adherence to Concern’s Finance Policies and Procedures, particularly in the security of cash and confidentiality of information, at all times.

Administration Management

• To ensure that the Gadaref office & Guest house maintains standard Concern systems and best practice for administration functions.
• Receiving supplies after purchase and completing GRNs.
• Assume HR responsibilities in the field office.
• Ensure proper running and maintenance of the facilities and utilities (including water, electricity, gas, internet, waste disposal and collection) and any other administrative services required.
• Oversee proper cleaning and guarding services provided at all times, whether internally provided by staff or externally by service providers.
• Request for office stationery and house supplies and monitor effective use and storage of these supplies at all times.
• Work closely with the Logistics Officer to ensure we have sufficient fuel stocks for the generator and that proper and routine maintenance of the generator is carried out.
• Ensure adequate supply and proper utilisation of office & guest house consumables.
• Ensure all paperwork filing is complete, accurate, up to date, and in correct order so as to easily facilitate checks and audits.

Reporting & Records Management

Ensure that all  records are properly kept and all reports submitted in a timely manner by:

• Maintaining all Finance and Administration files (both hard and electronic copies) in an organized, accurate and up to date manner.
• Generating any other Finance and Administration related reports as required and requested by higher superiors.

Concern Code of Conduct and Associated Policies

• To adhere to the standards of conduct outlined in the Concern Code of Conduct and Associated Policies.
• To support and promote the standards outlined in the Code of Conduct and Associated Policies to the Concern team, partner organizations and beneficiaries, and be committed to providing a safe working environment.

Other:

• Assist his/her Line Manager in conducting special tasks/assignments that are not related to Finance & Administration as and when directed.
• Conduct himself/herself both professionally and personally in such a manner that will not bring disrepute to Concern Worldwide or conduct that may jeopardize Concern’s humanitarian mission.
• Undertake other related duties as may be reasonable assigned from time to time.

Emergency response

Concern is committed to responding to emergencies efficiently and effectively in order to help affected people meet their basic needs, alleviate suffering and maintain their dignity. To this end, when emergencies strike and Sudan Program is to respond, all staff are required to actively participate in the response, regardless of location and contribute to the efforts aimed at achieving the humanitarian objective of the organization.

Essential

• University degree or at least a Diploma in Accounting.
• Experience working in the INGO, NGO sector in Sudan or experience working overseas.
• Proficient in local knowledge, state policies and procedures.
• Excellent command of IT skills in MS Office (especially in Excel, Word, Outlook).
• Job related experience and knowledge.
• Good team player and ability to teach/capacity build finance staff/budget holders within Concern and with partner organizations,
• Ability to work without detailed supervision, excellent organizational and problem solving skills, personal integrity, cross cultural awareness and sensitivity, high degree of personal motivation.
• Willingness to travel frequently and live under pretty basic conditions, flexibility, high respect for national staff, patience, ability to meet deadlines.
• Understanding of the role and responsibilities of NGOs/INGOs in development work.

Desirable

• Willingness to undertake regular field visits and interact with different stakeholders, especially primary stakeholders.
• Excellent interpersonal and communication skills, facilitation skills and writing skills.

Competencies:

Essential

• Managing yourself
• Leadership
• Communicating and working with others
• Delivering Results
• Planning and Decision Making

Desirable:

• Creativity and Innovation
• Influence, Advocacy and Networking
• Change Management

Concern Code of Conduct and its Associated Policies.

Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s

Core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies

.