Finance and Admin Officer

Background:

Vétérinaires Sans Frontières Germany (VSF Germany) is an International Non-Governmental Organization (INGO) providing humanitarian aid and development assistance to pastoralists and vulnerable communities in areas where livestock is of importance. VSF Germany supports livestock and agricultural production systems, marketing, food safety, drought responses and mitigation, capacity development of communities and governmental institutions, peace and conflict resolution. The desired impact of VSF Germany interventions is to increase agricultural and livestock productivity as well as related incomes; and subsequent improvements of food security and livelihoods for millions of people in the countries of operation in the Greater Horn of Africa. Countries programs are designed to deliver integrated programing solutions that address the key challenges and needs that enable our beneficiary groups, particularly men, women, the youth and other disadvantaged and marginalized groups to access skills, opportunities and resources that contribute to the improvement of their productive lives and development of communities. VSF Germany currently implements activities in Ethiopia, Kenya, Somalia, Sudan, South Sudan, and Uganda.

Vétérinaires sans Frontières – Germany (VSF-G) in partnership with Catholic Relief Services (CRS) are implementing a project titled “Pathways to Resilience Project (P2R)” in the two States of Jonglei, and Eastern Equatoria covering a total of 5 counties (Duk, Akobo, Pibor Budi and Kapoeta North counties). The intervention aims to ensure that there is improved and sustained food and Nutrition security amongst the targeted rural communities of the two States in South Sudan. This will be achieved through ensuring that food and nutrition insecure communities have improved resilience to conflict and climate stressors / shocks as well as having better livelihood sources

Contract duration will be 12 months (with possibility of extension dependant on performance/ or funding). This position is based in Torit with travels to Jonglei State.

ROLE OF THE POSITION

Job Summary

The position is responsible for Support the project Manager in Performing Finance, Administration and logistics duties for the project area.

Responsibility

This position is expected to support project activities in Bor Jonglei State and Torit Eastern Equatoria State. This position is expected to provide financial, administrative as well as logistical support to projects implemented in these areas.

Duty station

The position holder shall be based in Torit in Eastern Equatoria State from where the PM shall be stationed and CRS coordination offices shall be based. Coordination and transit offices are located in Juba and Bor.

Position Deliverables

1. Preparation of monthly finance reports

2. Update cashbooks on daily basis for Juba and other locations worked.

3. Consolidate support documents for all payments before drawing cheques or releasing money

4. Seek necessary approvals and authorizations for all categories of payments observing VSF G regulations.

5. Custody of all financial documents prepared every month

6. Prepare Navision import file and keying in data to Navision accounting platform on monthly basis

7. Bank reconciliation on monthly basis.

8. Grant Management

9. Update project finance reports on semimonthly basis to ascertain burn rate of the projects

10. Analyze financial reports and advice project managers appropriately on budget expenditure.

11. Cash Management

12. Maintain an updated imprest petty cash observing organization’s desired and approved limits.

13. Conduct weekly cash count and maintain a file for cash count certificates.

14. Cash book reconciliation on weekly basis

15. Stamp invoices/receipts and vouchers where required with PAID stamp as soon as payment is done.

16. Financial Donor Compliance

17. Read, understand and analyze key points on signed grant agreements on issues related to finances.

18. Prepare finance reports in the format and as per reporting timelines provided by the grant agreement

19. Compile all support documents for financial reporting as per requirement of the donor.

20. Budgets and Audits

21. Support in budgeting for the project which includes budget notes

22. Support project teams in preparation of budget forecasts on quarterly and monthly basis

23. Support project teams in compiling monthly cash requests

24. Support in both internal and external audits- availing needed support documents and provision of needed information

25. Project administrative duties

26. Maintain updated list of employees working under allocated projects: Staff name, joining date, contract duration, contract end date, location and contact details

27. Maintain updated staff files for ground employees- manual and electronic

28. Remit signed and approved timesheets for all employees under allocated projects with correct time allocations.

29. Prepare monthly payrolls for staff under your allocated projects

30. Prepare monthly staff movement for staff on ground

31. Maintain updated leave plan and utilization for all ground staff.

32. Project Logistics Support

33. Prepare and submit inventory list for areas and project under coverage

34. Updated project based asset list and inventory list

35. Daily communication update with all staff in field locations

36. Coordinate movement of cargo and staff to your project areas

Any other related duties as may be assigned by the Line Manager and/or supervisor

Qualifications, Experience, Attributes & Skills required:-

1. Minimum Diploma in Business Administration / CPA II or any other related certificate.
2. Minimum 3 years’ experience in finance management with an INGO/International Agency with significant Business or accounting functions or its equivalent.
3. Good spoken and written English is essential, Arabic and local language is desirable.
4. Good interpersonal and motivational skills
5. Strong computer skills in Microsoft packages, including Word, Excel, and Outlook
6. Previous experience in remote working skills is highly desirable
7. Flexible
8. Team player and problem solver
9. Experience in managing staff