Admin & Finance Officer (Almanaqil) – Premiere Urgence Internationale

Job Description

Organization	Premiere Urgence Internationale
Job Title	Admin & Finance Officer
Location	Almanaqil
Section/Unit	Admin & Finance/Human Resources
Supervisor	Deputy Admin Manager
Duration	6 months
Closing Date	24 Sept 2024

Based in Al-JAZIRAH ALMANAQIL, 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 Line 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 on the mission. 

He/she provides legal and administrative support to the line manager in all matters related to taxes, duties and other legal and statutory aspects and assists them in all accounting matters.

Duties and responsibilities:

1. Finance & Administration

 
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 PUI’s regulations and procedures 
– Record all expenses made through a 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 & donor’s 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 Tax (PIT) 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. ADMINISTRATIVE MANAGEMENT & FOLLOW UP
– Support to get the timesheet for the team done and made available for upload;
– Support line manager in reviewing timesheet to ensure it is in line with approved allocation
– Support in the day-to-day archiving of all HR files and payment files every month after closure
– Support the line manager in the preparation of any internal/external audit;
– Report to the line manager any concern, and/or challenges/obstacles faced;
 

2. Human Resecures Management 

A. ENSURE THE ADMINISTRATIVE MANAGEMENT OF NATIONAL HUMAN RESOURCES
 Ensure that every worker has a formal employment contract and a job profile;
 Manage the archiving of national personnel files and ensure their completeness;
 Systematically scan all employee files and have electronic filing in addition to orderly and up-to-date paper filing;
 Organize and monitor the validation of employment contracts by the Labor Inspection and Occupational Medicine;
 Organize and follow up the files at the registration of any employee;
 Filing declarations and ensuring the payment of contributions and taxes every month;
 Ensure that each worker has a service card and a mission order in due form in case of displacement;
 Recover the service card in case of breach of contract;
 To ensure the follow-up of the end dates of employment contracts and to send a document of follow-up of contracts to the heads of the department every month;
 Organize the exchange of HR documents between the coordination and the bases;
 Compile and follow up on leave and absences and inform the department heads of the remaining balances every month; 
 Follow up on the due dates of staff evaluations and alert department heads of upcoming deadlines every month;
 Ensure that regular STAFF records are kept for incoming and outgoing STAFF; 
 Fill out the mission’s staff movement tracking table;
 Organize monthly working sessions with staff representatives;
 Support the line Manager in remote HR management Writes internal/external HR documents as required; 
 To be a force of proposal for the improvement of the working conditions of the employees;
 To ensure continuously the coherence of the PUI HR policy and the texts of Sudanese laws;
 Inform employees of their rights and duties vis-à-vis PUI, and be able to answer questions regarding internal HR procedures and policies (internal regulations, etc.).

B. PARTICIPATE IN THE MANAGEMENT OF THE HR DATABASE.

 Retrieve requests for salary advances, attendance records and leave requests and update the leave tracking file for salary preparation;
 Track, compile and transmit the status of overtime;
 Update the database according to the new information transmitted;
 Organizes the payment of salaries in line with validation from your line manager.

PRIORITIES OF THE DEPARTMENT
1- Contribute to the development of tools that efficiently and effectively support the policies/guidelines;
2- Support the line manager in updating and implementing the HR Guidelines and tools across the bases;
3- Preparation of staff personnel files as well as Finance payment file
4- Ensure day to day management of petty cash and payment done at the base level

Minimum Qualification, Skills and Experience Required:

Mandatory requirements

• Language skills: Good level in Arabic & English speaking and writing skills
• Education degree: University degree in Finance, Accounting /Administration Business or related fields.
• Work experience: Two (2) year, One (1) years of experience in NGO in a similar position and One (1) year in other industries;
• Computer skills: Good knowledge and self-supported in Microsoft Office; 
• Excellent communication and listening skills;
• Excellent organizational skills and time management skills;
• Ability to provide high quality of work;
• Ability to set priorities and adapt to changes;
• Ability to take initiatives and deal with challenges;
• Good analytical and problem-solving skills;
• Good knowledge of HR Systems;
• Basic knowledge of Labor Law and NSI/Income tax.

ASSETS

• Interests:
• Strong motivation to help people in need
• Accounting and finance
• Transversal skills:
• Ability to work well in a multicultural team;
• Ability to work under pressure;
• Committed to deadlines;
• Effective stress management skills;
• Able to check information; logical mindset;
• Respectful, neutral and impartial attitude.