The ALIMA SPIRIT: ALIMA's purpose is to save lives and care for the most vulnerable populations, without any discrimination based on identity, religion or politics, through actions based on proximity, innovation and the alliance of organizations and individuals. We act with humanism, impartiality and respect for universal medical ethics. In order to access patients, we are committed to intervening in a neutral and independent manner.

THE VALUES and PRINCIPLES of our action, inscribed in our CHARTER :

1. The patient first
2. Revolutionizing humanitarian medicine
3. Responsibility and freedom
4. 4.Improve the quality of our actions
5. To trust
6. Collective intelligence

ALIMA promotes and defends the principles of fundamental human rights. ALIMA has a zero-tolerance approach to perpetrators of gender-based and sexual violence and to inaction in the face of suspected or actual violence. The protection of those who benefit and are impacted by our intervention is our top priority in everything we do. Everyone who collaborates with ALIMA is committed to :

• Respect the charter, the code of conduct, the institutional policies including the policy of protection against abuse of power and gender and sexual violence, the policy of prevention of corruption and fraud;
• Report violations of policies, framework documents and procedures to a supervisor, manager or referral agent or to alert@alima.ngo

CARING - INNOVATING - TOGETHER:

Since its inception in 2009, ALIMA has treated more than 6 million patients, and today deploys its operations in 12 countries in Africa. In 2019, we have developed 41 humanitarian medical response projects to meet the needs of populations affected by conflict, epidemics and extreme poverty. All of these projects are in support of national health authorities through 330 health facilities (including 28 hospitals and 300 health centers). We work in partnership with local NGOs whenever possible to ensure that our patients benefit from expertise wherever it is available, whether in their country or in the rest of the world. In addition, to improve the humanitarian response, we conduct operational and clinical research projects, particularly in the areas of malnutrition and viral hemorrhagic fevers. ALIMA also conducts operations in response to the covid-19 pandemic in all our missions.

OUR PROJECT THEMES: 

Malnutrition, Sexual and reproductive health including gender-based violence, Primary and secondary health, Pediatrics, Malaria, Epidemics (Hemorrhagic fevers, meningitis, Cholera, Measles, Dengue, Covid-19).

OUR COUNTRIES OF INTERVENTION: 

Mali, Burkina Faso, Central African Republic, Nigeria, Niger, Chad, Democratic Republic of Congo, Cameroon, Guinea, South Sudan, Mauritania and Senegal.

ALIMA IN SUDAN

At the end of March 2021, ALIMA visited Sudan for the first time to develop contacts and gather enough information to set up an ALIMA mission in the country.

From April to August, two exploratory missions were conducted by ALIMA: one in Khartoum in May 2021 and one in South Kordofan in August 2021. These have led to the opening of 2 projects:

• In August 2021, ALIMA started to support Covid-19 outbreak in Omdurman Hospital
• ALIMA opened a reproductive health project in South Kordofan in May 2022
• ALIMA plans to open new projects in 2023

In September 2022, ALIMA conducted an assessment in ELFASHER.

Mission Location: Sudan, Khartoum

PROTECTION OF BENEFICIARIES AND COMMUNITY MEMBERS 

Level 3: As part of his/her duties, the incumbent will visit programs and come into contact with children and/or vulnerable adults. Therefore, a criminal record check or a certificate of good character will be required. In situations where a criminal record or character reference is not available, a statement of good character will be required.

FUNCTIONAL AND HIERARCHICAL LINKS

He reports to the Finance Coordinator.

The Administrative & Financial Assistant collaborates with supervisors and activity managers from other departments (medical, logistics, community component, etc.). He works closely with the Finance coordinator on issues of salaries and social charges.

MONEY MANAGEMENT AND SECURITY

Activity 1: Ensuring compliance with money management procedures

• Manages and controls the management of the Coordination fund (controls the cash book, the advances tracking book, physical inventories and reconciliations, checks the supporting documents on a weekly basis and ensures their eligibility, etc.).
• Ensures compliance with purchasing procedures (internal requests, purchase orders/systematic purchase orders signed by authorized persons, quotes or pro forma invoices/analysis grid/contract depending on the amounts)
• Ensures the organization of the supplier payment system. Establishes the supplier payment schedule after validation of the invoices by the competent persons
• Prepares the per diems, has it validated by the accounting manager and makes the payment after validation
• Prepares checks based on valid payment records and sends them to COFIRH for signature
• Made the initial briefing on money management for all staff benefiting from operating advances.

Activity 2: Ensuring compliance with accounting procedures

• Verifies the validation of expenses by the authorized persons
• Ensures the compliance of the supporting documents, according to AS-ALIMA rules and specific to the financing/donor
• Ensures the correct classification and archiving of accounting documents, organizes the sending of the accounting pack to the capital and ensures that the COFIN or the Accounting Manager is informed of this sending
• Guarantor of the proper monitoring of accounting allocations (Accounting Code, Project Code, Financing Contract, financing line) of accounting entries.
• Participates in the preparation of audits and applies the recommendations of internal or external auditors

Activity 3: Monthly cash request

Under the supervision of the Finco :

• Provides information in the monthly cash request file for all current fixed costs, salary costs in collaboration with the HR Manager
• Identifies possible exceptional requests.

CONSOLIDATION AND CLOSING OF ACCOUNTS

Activity 4: Expenditure on the project

• Enters in Saga the expenses in the coordination journals
• Enters the salaries in the VSALAIRE journal of the coordination
• Checks the accounts: conformity of the nature/destination of the expenses with the accounting, analytical and budgetary assignments for the cash and bank journals
• Verifies the existence of documents, the quality of documents and allocations (accounting codes and budget codes)
• Verifies that the supporting documents are complete and comply with AS-ALIMA requirements (IR, OA, invoices, pro forma invoices, delivery note, payment note, analysis grid, contracts, etc.)
• Under the responsibility of the lead administrator, analyzes cash discrepancy problems and provides technical assistance for resolution.

Activity 5: Monthly closing

• Realizes with the Finance Coordinator the end of month cash inventory
• Proceeds with the lettering of the accounts that can be lettered in the month
• Proceeds to the pointing of the writings of the bank in order to establish the bank reconciliation
• Prepares the closing documents and the accounting package to be sent to the Finance Coordinator
• Supervises the photocopy of all the accounting package to be sent to the capital for archiving in the field
• Respond to all concerns of the Finance Coordinator related to accounting.

Activity 7: Payment of social charges and taxes

• Takes the steps relating to the declarations of the sums to be paid to the collecting bodies (CNPS, DGI) respecting the deadlines provided for
• Organizes the archiving of information concerning the payment of taxes/taxes as well as legal documents or documents from the various administrations and keeps it up to date.

Activity 8: Others

• Regularly participates in meetings and presents activities in his field
• Reports to the Finance Coordinator and/or COFIRH any problems that may impact the quality of administrative and financial management on the coordination and achievement of project objectives in general.

Particularities of the position

As an Administrative and Financial Assistant, the employee undertakes to be discreet about all administrative and financial files of which he (she) will be aware in the course of his duties. He/she is strictly bound by confidentiality and compliance with security instructions related to the management of funds.

• Degree in accounting/ Banking &Finance
• Previous (2yrs) experience working in an accounting department (preferably NGO)
• Experience from working in a humanitarian/recovery context
• Documented results related to the position’s responsibilities
• Ability to work as a member of the team
• Willingness to be flexible and respond in a timely manner to support colleague when need arise.
• Good and confidence in Excel and Word
• Attention to detail and accuracy
• Good in oral and written English and Arabic
• Good knowledge of the Sudan country context
• Knowledge of the context in Sudan
• Knowledge of basic computer skills (MS Word, Excel and Power point)

OTHER QUALITIES

• Excellent interpersonal and communication skills
• Highly effective organizational and multitasking skills
• Team management and good mastery of teamwork
• Can work under stress & available on request
• Autonomous

This job profile may be modified, depending on the evolution of the work. In addition to the tasks listed above, the Admin and Financial Assistant may be required to perform other tasks assigned by his supervisor according to the needs of the project.