Finance and Admin Coordinator

at World Vision International
Location Khartoum, Sudan
Date Posted July 2, 2021
Category Administration
Job Type Full-time
Currency SDG

Description

World Vision is an international Christian humanitarian organization founded in 1950 with operations in nearly 100 countries worldwide. In Sudan, World Vision has programs in Darfur, Blue Nile, East Darfur, South Kordofan & Khartoum states. Our interventions are in early childhood education, health and nutrition, income generation and sustainable livelihoods. We serve all people regardless of religion, race, ethnicity, or gender.

World Vision South Kordoffan seeking to recruit qualified Finance and Admin Coordinator based in South Kordoffan.

 

PURPOSE OF POSITION

To provide effective and efficient leadership to the South Kordoffan finance and admin operation, managing, directing finance and support services operations (ICT and Administration unit). The position will focus on implementing financial strategies that best serve program objectives in consistent with World Vision National strategy, Partnership Policies and donor requirements. This role will also have a technical reporting relationship to the Grants Finance & Accounts Manager based in Khartoum.

 Duties and responsibilities:

MAJOR RESPONSIBILITIES

% Time Major Activities End Results Expected
 

10%

Financial planning and Budgeting

Coordinating and consolidating the planning and budgeting process and provide technical support in line with budgeting guidelines, FFM requirement and donor regulation (including GIK)

Review the alignment of budgets between projects, MyPBAS and support office

Prepare budgets for the Zonal cost centre

Quality budget developed and timely uploaded on horizon

All key staff oriented (Project Managers, SFO’s, technical coordinators evidenced by a report

Zonal participation in budgeting for grants

Monthly reconciliation of MyPBAS

 

 

 

 

 

10%

Accounting, Monitoring and reporting

Cash flow Management

Coordinate the recording and submission of timely and accurate financial information for reporting

Interpret financial analysis and provide recommendations to the Programme Managers.

Ensure smooth Start-up and close out of Grants/PNS

Reconcile balance sheet accounts monthly

Ensure key initiatives are rolled out (Finance, Administration)

Document and share lessons/promising practices.

Control project spending & ensure zero overspending

Monthly financial management analysis timely provided to the Zonal Manager/Associate Director and Program Managers.

Variance explanations provided in the semi-  annual reports reviewed.

Payments and journal adjustment reviewed.

Availability of funds to support the zonal activities at all time.

Quarterly cash flow projections shared with NO

Accurate and quality reconciliations (bank, myPBAS , Balance sheet, LDR and Security bills)  submitted on Monthly basis

Monthly FFR meetings facilitated with minutes on file.

Monthly management report timely submitted.

All project reports timely submitted

PNS & Grants closed according to guidelines.

Key initiatives rolled out within the specified period

Lessons and promising practices shared

Field visits conducted and reports shared

Monitoring and reporting of GIK

 

20%

Risk Management

Oversee the maintenance and security all documentation according to WVI standards and donor policies.

Manage systems policies and procedures that provide appropriate level of security and control of assets

Implement efficient and effective internal control systems,

Coordinate programs audit in the zone

Ensure implementation of prior audit recommendations

Identify, mitigate and report Finance and Administrative risks.

Conduct Fraud and anti-corruption awareness.

Participate in pre-award assessments for sub-grantees and Partners

All documents are complete, updated and maintained.

Timely reporting of incidences on IIMS and timely closure of the same.

Audit recommendation implemented within 90 days

Zonal risk register updated quarterly.

Policy and internal controls in place and operational.

Acceptable Financial Audit rating

 

 

10%

Performance management

Manage staff performance

Conduct orientation of staff on internal controls, procedures and processes

Coordinate orientation of partners on internal controls, procedures and processes

Coaching and Mentoring of the finance and support services staff in the Zone.

 

Performance Agreements with direct reports in place

Mid-Year and Annual Performance Appraisals conducted.

Performance conversations with staff conducted and documented when and where necessary

All staff oriented on internal controls, policies, standards and procedures.

Capacity building plans for finance and support services staff developed and submitted.

Key partners orientated on internal controls, procedures and processes

10% General

Provide general oversight to the Zone

Office mangement & Security

Office Maintenance

Fleet and Fuel management

Asset Management-Inventory & Fixed assets

Updated Fixed asset registers is in place

Disposal plan recommended for approval

All vehicles fitted with security features (GPS/alarm

Core Security infrastructure in place

Monthly fleet management report submitted timely.

 

 Minimum Qualification, Skills and Experience Required:

KNOWLEDGE, SKILLS AND ABILITIES

  • Bachelor’s degree in Accounting/Finance
  • Minimum of 5 Years in Finance and Accounting with at least 3 years of relevant experience providing management advisory services and managing staff and operational systems
  • Experience managing statutory and donor audits
  • Substantive experience working in the NGO sector dealing with multiple donor funds and meeting different donor reporting requirements
  • Proven experience in supervision of staff within different functions
  • Demonstrated high proficiency levels of computerized accounting systems preferably Sun Systems
  • Additional
  • Excellent analytical and problem solving skills
  • Ability to present information clearly and concisely in writing or verbally, with excellent written and spoken English
  • Ability to negotiate and influence, able to challenge and question
  • Ability to create and maintain administrative systems.
  • Able to prioritize own and others work to tight work deadlines.

Preferred Skills, Knowledge and Experience:

  • Master’s degree in Finance, MBA or related field
  • Charted Accountant- ACCA, CIMA, CPA, ICAM added advantage
  • Proactive with a positive outlook and willingness to embrace change
  • Ability to work using own initiative, but knowing when to consult.
  • Relevant experience of the operations and processes NGO including financial accounting processes and controls

Work Environment

Complete Travel and/or Work Environment statements if applicable.

The position requires ability and willingness to travel up to 25% of the time.

 

FREEDOM TO ACT

  • Financial decisions related to expenditure, cost control, budget management within approved annual budget and in line with FFM
  • Decisions related to day to day management of staff reporting directly to this position.
  • Approval limits beyond the zone
  • Waivers
  • Staff recruitment and Separation
  • Procurement of capital items
  • Disposal of assets
  • Office relocation
  • Contracts (including legal processes)
  • Assignments are given through Performance Agreements (written) and verbally

 

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