Finance and Admin Officer - Sudan Project

The current political climate in Sudan has evolved drastically and based on these new developments, HD has initiated a project to support the ongoing efforts to restore peace and support the development of an inclusive political process in the country. Under the new project, HD seeks to help in facilitating broad-based analysis among critical stakeholders, providing institutional support to relevant stakeholders, as well as supporting political dialogue and mediation.

Reporting to the Country Manager and the Regional Finance Manager, the Finance Officer will have the following responsibilities:

Recording and reporting

• Process all transactions in BC on a daily basis, with a clear description as per HQ standards, relevant general ledger account, all compulsory analytical codes (ensuring coherence and relevance of these codes) and amounts in the relevant currency;
• Preparation of project budget proposals and amendments, monthly reports variances, and the office forecasts and budgets; Support program managers in tracking and monitoring of project budgets and preparation of reports
• Oversee proper filing and archiving of payment vouchers, monthly liquidation reports according to HD policies (originals sorted by supplier / voucher number, including copies of monthly closing documents);
• Review the transactions to be posted (signatures, supporting documents) before submission to the Regional Office in Nairobi;
• Support project and cost centre managers to ensure the integrity of project reports (internal & external)

Payments and cash

• Check approval and prepare request for cash payments, cheque / transfer, to be submitted to the Country Manager;
• Review all petty cash transactions on a daily basis;
• Ensure adequate follow-up of staff, consultants and partners’ working advances and reconcile suppliers, consultants and employees accounts on a monthly basis;
• Ensure timely payment of all relevant taxes according to local legal obligations (taxes on consultants, permits, vat, etc.);
• Control and process expense claims as per HD travel policy and train staff and consultants on filling in HD expenses claims;
• Travel to field, as needed, to give finance/admin support to project activities ;
• Review (sometimes do the preparation as needed) contract, purchase order and abstract of quotations of suppliers

Closing, audit and internal controls

• Support monthly/quarterly accounting close and year-end HD and local office statutory close in a timely manner;
• Prepare monthly/quarterly journal entries related to expense reclassification prepaid expenses, depreciation, holiday accruals, monthly and quartly reconciliations
• Support the preparation of accrual files as per HD rule and liaise with project and costs centre managers accordingly;
• Perform all internal controls as per HD Internal Control System (ICS) and HD internal control procedures and regulations
• Prepare documents and support both the statutory and project audits.

Administration and Logistics

• Serve as HD Sudan liaison person with the government agencies (tax / labour authority etc.), company auditors, HD Nairobi regional office and headquarters in Geneva
• Train and coach finance staff in field office and of partners
• Administer the payroll and the remittance of related social charges and taxes to the relevant authorities.
• Support the human resource admin functions of the office, including preparation of contracts; facilitate the maintenance of personnel files and manage the preparation of leave balances and timesheets
• Ensure compliance with personnel handbook and local labour law.
• Manage the logistics function for the Sudan office
• Provide help and support to the Country Manager in the areas of logistics, administration and human resource administration
• Any other specific tasks upon request from the Supervisor.

Qualifications:

The successful candidate should have:

• Degree in Finance and Business Administration or related field with 5-7 years of experience. With at least 5 years of experience in non-for profit, UN or international organisations.
• Professional course certification: CPA
• Excellent excel skills
• Proficiency in accounting software particularly Microsoft Dynamics Business Central (BC)
• Experience with accounting audits
• Strong accounts analytical skills
• Attention to details.
• Legal work status for Kenya

Personality:
The successful applicant should have:

• Good communication (written and oral) and interpersonal skills.
• A team player, also with the ability to work alone and unsupervised.
• Excellent organizational skills and ability to work under pressure.

If you are interested in this position and meet the above-described qualifications, please send your resume (maximum 2 pages) with a short cover letter by 6^th September 2024 with the subject: Sudan Finance and Admin Officer 2/2024 to (hrnairobi@hdcentre.org).

HD is an equal opportunity employer. For more information, please visit www.hdcentre.org