Finance Officer (Port Sudan) – Premiere Urgence Internationale

Job Description

Organization	Premiere Urgence Internationale
Job Title	Finance Officer
Location	Port Sudan
Section/Unit	Finance Department
Supervisor	Deputy Finance Coordinator
Duration	6 months
Closing Date	20 Sept 2024

The Finance officer is under the direct responsibility of the Deputy Finance Coordinator or Admin and Finance Coordinator. 

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 Deputy Finance Coordinator 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 Deputy Finance Coo in all matters related to taxes, duties, and other legal and statutory aspects and assists them in all accounting matters

Duties and responsibilities:

RESPONSIBILITIES AND TASKS:

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
– 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. PREPARATION OF HR PAYMENTS

– Prepare salary advance(s), monthly salaries, end of accounts, perdiems and any exceptional payment(s) for local staff when applicable; 
– Support in the payment of NSI (National Social Insurance) and income taxes via respective authorities in the country and  as well as all other annual declarations to the Ministry of Finance at the base level.

D. ARCHIVAL OF FINANCE FILES AND REPORTING 

– Manage the physical and electronic archival of accounting files as per Finance Guidelines;
– Support the line manager in the preparation of any internal/external HR audit;
– Report to the line manager any concern, and/or challenges/obstacles faced;
– Support the line manager in sharing Finance updates and/or information with other personnel through possible communication channels (i.e. meetings, emails, Banks, Finance board, etc.).

The tasks and responsibilities defined in this job description are not exhaustive and may evolve depending on the needs of the project.

Minimum Qualification, Skills and Experience Required:

MANDATORY REQUIREMENTS

 Language skills:
Strong command of writing and editing documents in English and Arabic 

 Education degree: 
– At least a Bachelor’s degree in Finance, Accounting, Economics, or related fields. 

 Work experience: 
– At least two (2) years of work experience in human resources or administrative fields, an experience with INGO is preferable.
 Knowledge and skills: 
– Commitment to the NGO values and principles
– Punctuality
– Flexibility
– Stress Management
– Results
– Teamwork
– Service
– Good health and physical condition
– Diplomatic and open-minded
– Rigour 
– Honesty

 Computer skills: 
– Good knowledge of Office Pack, especially Excel and Word, Outlook 

 Other: 
– Good skills in reports and contract redaction 
– Knowledge of humanitarian actors 
– Good management and pedagogical skills 
– Excellent communication and diplomacy skills to manage relationships in potentially tense situations

ASSETS

 Interests 
 Good communication skills, diplomacy and a solution-oriented attitude 
 Curiosity and interest in the organization’s activities
 Good ability to manage deadlines in emergency response contexts (stress resilient)
 Honesty, integrity and transparency
 Adaptability, flexibility
 Autonomy, sense of initiative and anticipation
 Punctuality
 Transversal skills: 
 Ability to work independently while taking initiative and showing a sense of responsibility
 Ability to withstand pressure and volatile environment
 Sense of diplomacy
 Analytical skills
 Capacity to adapt and organizational flexibility
 Organization, rigor and ability to meet deadlines
 Ability to work and manage affairs professionally, and with maturity
 Ability to represent the activities and mandate of PUI before local authorities
 Ability to work with different partners in a spirit of openness, and with adaptable communications strategies