Deputy Finance Coordinator (Port Sudan) – MSF Holland

Job Description

Organization	Medecins sans Frontieres Holland
Job Title	Deputy Finance Coordinator
Location	Port Sudan with frequent visit to other MSF locations
Section/Unit	Finance
Supervisor	Finance Coordinator
Duration	8 Months
Closing Date	15/06/2025

Support the Financial Coordinator through delegated tasks and responsibilities according to the instructions of the Financial Coordinator and MSF protocols in order to improve the Financial Management in the mission.

Duties and Responsibilities:

The job of Deputy Financial Coordinator consists of responsibilities delegate by and from the Financial Coordinator. Below the responsibilities that can be delegated, please specify in 2b which of these are applicable for this position.

• Is an active member of the Country Management Team (CMT), contributing to the mission’s objectives definitions and missions strategic plans.
• Is responsible to produce and coordinate the mission’s annual financial budget, in the most accurate and realistic manner, together with budget holders and in coherence with the annual operational plan, to update this budget throughout the budget cycle, to ensure budget is relevant and proportionate, and to anticipate changes and challenges and plan accordingly.
• Is responsible for the collection of information on resources and for translating them into a budget in cooperation with other CMT members.
• Is responsible for monitoring expenses vs. budget on a regular basis, to analyze variances, to decide on necessary corrective actions together with CMT. 
• Produces regular and adequate indicators to monitor financial health of the mission, to produce and share relevant cost analysis.
• Is responsible to provide an inventory of financial risks in the mission, suggest follow-up to manage and mitigate these risks.
• Is responsible to ensure compliance with MSF policies and guidelines, adapt to local (legal) context; design relevant local policies, procedures and tools for optimized management of the mission’s
• financial resources. Is responsible to provide insight on the fin/admin health of the mission (for example by performing a yearly check).
• Is responsible to execute the financial funding strategy for the mission, as defined by the HoM in collaboration with the technical referent at HQ. Is responsible for managing the funding agreements with donors, in particular: 
• Coordinate and prepare proposals for donors.
• Prepare the financial reports to donors.
• Do donors’ contracts follow-up and analyze the need for amendments, verify financial reports
• Assure reporting conditions are met and stakeholders in the mission are informed of their responsibilities (for example logistics for stock inventory, quotes, etc.)
• Is responsible to train & coach all finance staff in the mission in all aspects related to accounting, finance and budgeting, as well as make key executive staff such as coordinators, budget holders & and relevant managers aware of financial risks and the scope of their financial responsibilities.
• Is responsible to assess and mitigate the financial risks of the mission, ensure that reliable internal control systems are in place, and financial ethics is respected within the mission.
• Is responsible for supervising Services Contracts in the Mission (maintenance, rental of premises, etc.). draft & check contracts and agreements in line with the existing legal framework, decide on relevant insurance to subscribe, seek legal advice when needed.
• Is responsible to check that the administrative procedures related to taxes and payment of social security obligations are followed, and comply with established legal procedures in the country:
• Is end responsible for the correct payment of wages for national staff, ensure correct control levels and to ensure policies and procedures are correctly implemented in projects. (even though HR is responsible for the definition of contracts and salaries, Finco is making the actual payment and has to vouch for it + account for it).
• Is responsible to coordinate and ensure the operation of the treasury for the smooth running of operations at all times and to maintain as much control as possible about the security risks, in particular:
• Define minimum levels of cash.
• Anticipate the planned expenditure (money orders, etc.).
• Manage local bank accounts and transfer of funds between HQ and the mission, and from the capital to the projects (internal transfers)
• Manage contacts with banks and/or other financial institutions at Mission level.
• Monitor the payment of suppliers and staff salaries.
• Is responsible to coordinate and supervise local audits relating to accounting, tax, labour matters as well as promote internal audits, in order to determine the legality and veracity of the accounts of MSF’s mission. (Note: internal audits in OCA are prerogative of Control, and go beyond finance only, so mission level would be HoM level, not Finco. This point links to the compliance to MSF policies and procedures. In this respect it is the responsibility of the Finco to provide insight to the fin/admin health of a mission).
• Is responsible to coordinate and oversee the monthly and annual closing of the mission accounts, making sure  that the accounts correctly reflect the financial reality of the mission.
• Is responsible to ensure proper management of balance accounts and oversee monthly preparation of a correct and complete mission Balance specification.
• Is responsible to oversee bookkeeping in capital, monthly closure of capital bookkeeping, payments to suppliers, expat per diem and financial administration.
• Is responsible together with CMT to implement a relevant organizational set-up of the mission, to ensure that all financial obligations are met, while risks mitigated.
• Is responsible of the proper application of HR policies and associated processes (recruitment, training, briefing/debriefing, evaluation, potential, detection, staff’s development and internal communication) with regard to the fin/admin staff she/he is accountable for.
• Ensures all Mission’s staff is briefed on the proper use of MSF resources 

Job Accountabilities  –  Field Focus

• Is in charge of validation of monthly intermission costs and monthly HQ entries
• Performs the management of money agents, doing the validation process for new money agents.
• Performs the monitory of balances for all the banks in mission and raise the alert when is in the minimum 
• Follow the monthly closure and performs the revision and analysis of the accounting report uploaded by South Darfur projects after monthly closure (hardcopies and Wefin). 
• Is in charge to develop or update policies and procedures for money agents, banks, bankak and other relates needs that will help to put in place finance and accounting mission standards. 
• Is going to validate payments according her level in the Authorization Table.
• Elaboration of SOPs for any identified unclear procedure.
• Cover gaps of FAM or FinCo with possibility to cover South Darfur under requirement.
• Visit to the field under requirement with the aim to coach staff and assure internal policies and procedures are in place.
• Other tasks may be included as long as the projects are scaling up.
• Any other required activity related to her position.

Minimum Qualification, Skills, and Experience Required:

Education	Essential degree in Economics/Finances and/or Higher vocational training in Business Administration /MBA)
Experience	Essential of minimum 2 years’ experience as Finance Manager or similar position in Finance with OCA supported by annual evaluations. Required high level of proactivity and flexibility mainly when will come new emergencies interventions Essential working experience of at least two years in relevant and similar jobs (including budget management and team management)
Languages	Essential mission working language and  good command of English required/ Arabic is an asset
Knowledge	Essential computer literacy (Word, Excel, Power Point and Internet and Unifield. Wefin is an asset

Competencies (Generic)

• Strategic Vision
• Planning & Organizing
• Teamwork & Cooperation
• Leadership
• People Management & Development

Technical Skills

• Money and Cash Management
• Funding Management
• Planning and Budget Management
• Financial Management & Control
• Excel
• Accounting & Reporting
• Policy & Procedures (develop & Implement)
• Supervise financial administration
• Training & Coaching
• Communication

How to Apply

Interested candidates are requested to send their CV & copy of educational and experience certificates directly to Or MSF- Holland- Port Sudan- Almatar Area- Squire 5, House# 36