Finance Assistant (Port Sudan) – Concern Worldwide
Job Description
| Organization: | Concern Worldwide |
| Job Title: | Finance Assistant |
| Salary: | Grade C0 to C5 with monthly gross salary of 476 USD to 606 USD based on experience |
| Based in Country: | Port Sudan |
| Supervisor | Finance Coordinator |
| Closing Date: | 31 August 2024 |
The Finance Assistant will enable the smooth operation of the finance activities, maintains records, support finance Officers in overall management of financial resources, monitoring and financial controls. The Finance Assistant will assist in the consolidation of financial information for management analysis and be responsible for petty cash in Port Sudan. S/he will ensure that the Concern Worldwide financial policies and procedures are implemented in a standardized manner and in true spirit.
Duties and responsibilities:
Book keeping and Financial Reporting
Management of Concern Worldwide’s financial resources by preparing receipts & payments for all cash accounts in Khartoum
Duties include but are not limited to
- Updating all details in the cash books on daily basis,
- Performing cash counts according to Concern policies and procedures
- Cash Payment to suppliers, review the payments ensure that complete and accurate documentation available.
- Arranging bank transfers to field offices
- Providing floats to staff and ensuring the floats cleared on a timely basis as per financial policies
- Ensure timely update and completeness of all the Cash and Float Control sheets
- Submitting month end cash books and reconciliations in agreement with the country timetable
- Ensuring cash balances are maintained at the correct levels as shown in the delegation of authority document.
- Ensure the availability of petty cash in the safe-box all the time. Replenish petty cash fund as per the organization “petty cash” fund policy and procedure
- Visit the bank for withdrawals, deposits, transfers, bank statement collection or any other reason as required by the Finance Coordinator
- Responsible for preparing yearly Dublin Confirmation (statement) of no cash floats at 31st of December every year
Maintaining Financial Records
The Finance Assistant will update the financial records and files properly.
Duties include but are not limited to
- Maintaining and updating on a timely basis neat and tidy files (hard &soft) for all cash payments, correspondence and all other tasks covered by the Finance Assistant
- Keeping track/list of previous years finance files for audit trial.
- Record the flow of documents to and from the finance department
- Receive financial documents both from Head office and Field finance staff at month-end, such as the monthly cash book documents, beneficiary distributions and Donation-In-Kind (DIK) documents and do proper labelling.
- Support the finance team in donor grant filing both in soft and hard copies
- Check completeness of financial documents for such as GIDs, invoices, and receipts, etc, and for documents accepted by finance department for processing payments having missing paperwork/s, update the ‘Missing paperwork tracker’ excel worksheet and make a follow up weekly with the respective staff copying the CFC in addition to his/her line manager. For documents returned by finance department, communicate timely the issues raised by the finance staff to respective department personnel copying his/her line manager, the budget holder/s for that document and the CFC.
- Perform scanning, photocopying and printing work of the finance department
- Assist in proper filing of beneficiary documentation and reconciliations
- Advise on file storage and space management including destroying old documents in line with organizational and external policies
- Actively participate in providing documents for internal/external audits
- Label all cash and bankbook box files clearly as per Concern’s Archiving policy.
Maintaining Staff Time Sheets
The Finance Assistant will be responsible for maintain time sheets of Port Sudan based national staff and for all international staff
Duties include but are not limited to
- Sending email to staff with monthly time sheets
- Collecting hard copies of time sheets and properly filing
- Keeping track of time sheet submission and sending reminder emails to staff who have not submitted
Fixed Asset Management
The Finance Assistant will support Finance Coordinator in fixed asset management
Duties include but are not limited to
- Assisting FC in maintaining a Fixed Asset Register for all new assets purchased with value >$500 US.
- Each new asset must be given a unique identifier and this indelibly marked on the asset.
- Liaison with Logs to ensure this is done prior to asset leaving premises.
- Perform a six monthly Audit of Fixed Assets against register and register to Fixed Assets in location.
Tax Management & Social Insurance
Deposit of Tax and Insurance to the respective departments on a timely basis
Duties include but are not limited to
- Depositing of tax and social insurance (statutory deductions) as per laws within the stipulated time.
- Ensuring that all field offices tax and social insurance have been deposited on timely basis.
- Any other duties as required
Audit (Internal, Donors & External)
The Finance Office will assist with all internal, donor and external audits as required
Duties include but are not limited to
- Preparing any year end returns delegated by the CFC as part of the annual Concern Worldwide audit
- Assisting in conducting internal audits in logistics/administrative in Khartoum and field offices
- Supporting all audits by providing the necessary documentation requested by auditors, reviewing the documentation and ensuring it is complete; following up where necessary
- Submitting documentation in the required format to auditors under the guidance of the CFC and other team members.
Team working and cover for colleagues
As a member of the Sudan finance team, the Finance Assistant will support colleagues and provide cover for other members of staff during times of absence or vacancy. This may include visiting field offices or taking on additional tasks for limited periods of time.
Other duties
The above duties will be prioritised by the line manager in consultation with the post-holder. The post-holder may be asked to re-organise their work to help Concern respond to changes in type or extent of need. This would be done in a way consistent with the purposes of the post and in consultation with the post-holder.
Minimum Qualification, Skills and Experience Required:
- University degree or diploma in accounting
- Minimum of one year of related work experience
- Fluent written and spoken Arabic and English and working experience in an INGO or UN preferable
- A good understanding of financial control systems
- Commitment to working in a team
- Willing to travel to field offices ( Kordofan /West Darfur)
- High level computer literacy (MS Word, Excel)
- High level of discretion is required due to the confidential nature of some parts of the finance function
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 Programme 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.
Confidentiality:
Except in the normal duties of work, information relating to the practices and business of Concern Worldwide must not be disclosed to another person or organisation without authorisation.
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
How To apply
Please, submit a cover letter ,CV detailing your experience, skills and qualifications, a telephone contact number and two professional references to Concern Worldwide office in Port Sudan
Concern is an equal opportunity employer. Qualified women candidates are particularly encouraged to apply.
Only short-listed candidates will be contacted for the interview. To find out more about Concern Worldwide visit our website at http://www.concern.net
