Finance & Admin Officer (Gadaref) – Plan International

By Osama Elsheikh Last updated Aug 5, 2023

Job Description

Organization	Plan International
Job Title	Finance & Admin Officer
Location	Gadaref
Travel Required	20%
Duration	One Fixed Year
Closing Date	13/08/2023

About

Plan International is a development and humanitarian organization which works in over 75 countries across Africa, the Americas, and Asia to advance children’s rights and equality for girls. Its focus is on child protection, education, child participation, economic security, emergencies, health, sexual and reproductive health and rights, and water and sanitation. As of 2021, Plan International reached 26.2 million girls and 24.1 million boys through its programming.

Plan International provides training in disaster preparedness, response and recovery, and has worked on relief efforts in countries including Haiti, Colombia, and Japan

Role Purpose:

Plan International is an independent child rights and humanitarian organization committed to children living a life free of poverty, violence, and injustice. We actively unite children, communities, and other people who share our mission to make positive lasting changes in children’s and young people’s lives. We support children to gain the skills, knowledge, and confidence they need to claim their rights to a fulfilling life, today and in the future. We place a specific focus on girls and women, who are most often left behind. We have been building powerful partnerships for children for more than 75 years, and are now active in more than 70 countries.

This role exists to lead all aspects of project management and ensure overall success by managing the scope, schedule, project resources, risks, project change justification, and engagement with local authorities and other stakeholders. They will work closely with many individuals – members of the project team, and implementing partners including the government, contractors, networks, and community groups.

Dimensions of Role:

This role reports to the SHF Project Manager and technically will be reporting to the Area Finance Coordinator on finance issues and to Area Support Service Coordinator on admin issues, and he/she will work closely with other SHF project staff within Plan International and partner project staff. The incumbent will focus to support the implementation of the project. in finance and administration issues. this role is to coordinate and oversees the project finance issues and support services matters seeking technical support from Kassala Area Finance Coordinator and Support Services Coordinator. To support that project activities are timely delivered according to project proposal, standards, specifications, policies requirements/compliance to the donors and Plan International regulations and policies. The incumbent will have no financial authority delegated to them.

They will work closely with the Project Manager, Area Support Coordinator, Area Fiancé Coordinator, Security and logistics coordinator at Gadaref Sub Office Kassala PA and other relevant staff of the local partners. The incumbent will be the focal finance person for the project to prepare financial reports and provide support to the local partners.

Duties and Responsibilities:

The Administration/Finance Officer should display confidence in applying the finance and administration procedures as laid out within the Plan International. The officer will assume a supportive role in the duties of the SHF Program Manager. He/ She will be required to undertake a number of office finance, support services, and clerical duties, He/she must be experienced in office management equipment and systems as well as financial management systems and possess highly developed computer skills covering
word processing, electronic communications, and spreadsheets.

The incumbent will be accountable for ensuring the SHF project all financial reports and liquidation are done with quality and in a timely manner, based on the donors and Plan International policies. He/she is also responsible for producing BVA and expanses sheets and for the project budget and calendar required to conduct the work associated with the project implementation.

1. Finance Management Responsibilities

Daily Management of cash and to that Ensure follow-up of cash advances on a weekly basis in collaboration with different departments
Account for all cash transfers made on behalf of the Program and ensure accuracy and prompt acknowledgment of funds received through cash receipt entries in the SAP system
Maintains and updates the Advance Register and reports on outstanding advances to the supervisor on a weekly basis
Contributes to team effort by accomplishing related results as needed
Participate in financial standards setting and in the forecast process
Organization financial procedure
Ensure timely payment of invoices according to the organization’s financial policies and Internal Financial Control
To ensure that entering financial data in Plan systems is recorded and to provide assistance on Grants Budget Monitoring
Preparation of the donor financial reports
Account for all cash transfers made on behalf of the project and ensure accuracy and prompt acknowledgment of funds received through cash receipt
Processes payment vouchers and journal vouchers through SAP and in accordance with the operational manual
Ensure that previous advances to staff, suppliers, partners, contractors, or landlords, are fully liquidated prior to the preparation of another cheque
Maintains and updates the Advance Register and reports on outstanding advances to the supervisor on a weekly basis
Contributes to team effort by accomplishing related results as needed
Participate in financial standards setting and in the forecast process

2. Administration Roles

Develop, track, record, and report generators’ fuel usage, equipment, and maintenance in close collaboration with Darfur Support Services Coordinator Logistics/procurements and ensure smooth operations of equipment and tools at the project site.
Organize and manage office supplies, and kitchen supplies for the project site.
Ensuring that project expenditures are adequately recorded and tracked according to the agreed project budget in close coordination with Darfur Area Finance Coordinator
Ensure all project supplies and items, are recorded monitored, and dispatched using required logistic and storing forms.
Represent the support service department in the meetings at the Tawila locality level.
Control the Generator’s regular Maintenance.
Follow up the Cars or Vehicles in and out.
Explain the rules and regulations of the Organization to staff.
Supervise the Cleaners and Guards.
Arrange accommodation for visitors who visit Plan Office in Tawilla.
Distributes quotes to plan vender at Tawilla and other project-targeted localities
Develop and keep a record of the file system of procurement/admin at the Tawilla Office
Update market prices list at Tawilla level as per Plan International Operational manual.
Draft POs and contracts as Plan International procurement manual and share with Darfur PA
Ensure all procurement procedures are followed as planned and donors’ requirements are followed

Minimum Qualification, Skills, and Experience Required:

Bachelor’s Degree in a relevant subject, (Accounting, Economic sciences or Administration Management
Minimum 3 years of working experience in Finance and Admin with a minimum of 4 years of which with NGO
Good experience in budgeting, budget tracking, and produce of financial reports
Ability to critically review and improve financial management and expenditure monitoring systems
Ability to draft Purchase orders, and contracts and vendor management skills
Good communication skills in English and Arabic languages

Presentation Skills/ Abilities:

Presentation skills

Good negotiation and communication skills
Analytical and logical skills
Posses good facilitation skills

Other Required skills

Planning and Organizing skills
Scheduling and Monitoring skills
Communication and problem-solving skills with analysis and Problem-Solving ability
The initiative, possess teamwork, and confidentiality skills
Good skills in spreadsheet and word processing computer application
Good skills in computer information and communication such as Word, excel
Demonstrated Leadership skills to maintain teamwork and to build the capacity of team members.

How to Apply

This Job Is For National Sudanese Only

For those who don’t have an account, we encouraged you to send your application with your updated CV, Certificate, and Motivation Letter.

with the position in the subject line via email to [email protected]