Field Support Assistant (Blue Nile) – Geneva Call
Mission
Geneva Call is a neutral and impartial non-governmental organization dedicated to promoting respect by armed groups and de-facto actors (AGDAs) for international humanitarian norms in armed conflict and other situations of violence, in particular those related to the protection of civilians. Geneva Call is currently focusing its efforts on banning the use of anti-personnel mines, protecting children from the effects of armed conflict, prohibiting sexual violence in armed conflict and working towards the elimination of gender discrimination. Appel de Genève / Geneva Call is a private, not-for-profit humanitarian organization founded in 1998 under Swiss law.
Geneva Call consists of many diverse nationalities, cultures, languages and opinions. Geneva Call is an inclusive working environment for all its staff. Applications are particularly encouraged from all qualified candidates without distinction on the grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation, and gender identity.
Role
He / she assist the Finance and Admin Officer in transparent management of the finance, admin and human resources of the Geneva Call base office in Sudan, according to the internal procedures and guidelines, donors’ requirements, as well as to the local legislation.
Activities
The Admin/Support Assistant works under the supervision Finance and Admin Officer and maybe required to reports to Head of Support.For all tasks: The job holder respects the confidentiality of all administrative, financial and HR information.
Core Responsibilities
Under the supervision of the Finance and Admin Officer, the Admin/Support Assistant is responsible for:
Respecting the internal procedures in terms of accounting and cash flow;
The financial accountability towards donors;
The respect of national administrative and financial national norms, including tax and labour law related;
The HR administrative aspects;
The logistical support.
Office Administration
Assist in contracts expiry monitoring with the vendors and update Support Coordinator when necessary;
Assist Support Coordinator in ensuring Geneva Call premises are well managed and maintained, including in terms of security;
Assist and participates to the audits (annual organization audit, as well as donor’s audits, or audits requested by authorities if existing).
Logistics
Support to all logistics operation related to programme activities including but not limited to: procurement, transport, distribution, warehousing, management of vehicles and assets; ensuring procurement processes are managed transparently and timely and recorded according to Geneva Call and donor’s procedures;
Manage inventory (asset register) and update and share with FAO on monthly basis and when needed;
Maintaining and managing Geneva Call office fleet/vehicle;
Managing guards in the field office ensuring Guard SOPs are adhered with the support from Security FP;
Assist in logistic support to program team during activities in the field.
Finance
Cash flow management
Manage the cash payments made locally (petty cash management);
Keep the petty cash books updated, including a weekly availibility cash check;
Assist in monthly treasury forecast and cash request in coordination with Finane and Admin Officer;
Support FAO on regular tax payments and getting Tax Clearance Certificate.
Accounting
Assist in checking the registration and encoding of all the petty cash transactions, according to the internal procedures;
Verify all the support documents of the petty cash transactions and the availibility of funds on donors budget;
Assist in providing a monthly financial report, including the expense proofs;
Dispatch and Archive all financial documents.
Human Resources
Monitor the contracts (staff and consultants) end dates and inform the HR Officer and HOS in advance on those with immediate expiry.
Assist in timely, transparent hiring processes for any new job opening by delivering adverts to HAC for approval and posting it on public boards;
Assist in monitoring, recording and update HR database when necessary;
Manages staff attandence and leaves and report to the HR Officer regularly with updates;
Resolve issues and concerns pertainig to staff queries on their leave balances.
Main qualifications
Education and experience
At least 3 years in a similar position in an NGO with an experience in accounting, finance, administration and HR management;
Experience of local commercial & contractual systems;
Experience of Project Cycle Management, including in writing narrative and financial reports.
Technical skills
Professional /academic qualification in finance, accounting and administration services;
IT Tools (MS Office, Excel, Reporting tools);
Human Resource Management tools;
Knowledge of financial / Admin/HR management tools.
Languages
English and Arabic.
Personnal skills
Ability to take responsibility, proactive and efficient functioning, pronounced communication skills;
Accuracy and reliability.
Performance management
The employee will be accountable for the responsibilities and the competencies, in accordance with the GC Performance Management p. The following documents will be used for performance reviews:
The Job Description
The Individual Work- and the Professional Development Plan
The Competency Framework
Conflict of interest
Any candidate affiliated to, or openly supporting, one or more interest groups opposed to the Foundation’s principles and values, or whose previous position could engender safety issues for co-workers at Appel de Genève / Geneva Call, will be excluded from this selection process.
Conditions
Position: Support Assistant
Type of Contract: Fixed term (National contract)
Activity rate: 100%
Workplace: Blue Nile, Sudan
Preferred start date: as soon as possible
Application
No later than 4 September 2023.
All applications will be kept confidential. Please note that only shortlisted candidate will be contacted for further process.
