Finance and Adminstration Officer

The Finance and Administration Officer will provide critical assistance to the Finance Manager and the Sudan Finance team by fostering a robust financial control environment. The primary responsibilities will involve managing and documenting all financial transactions with utmost accuracy and timeliness. The role will extend to maintaining comprehensive and meticulously correct financial records. Apart from these, they will be expected to carry out bookkeeping tasks and oversee various banking activities to ensure efficient financial operations. Their remit will also encompass providing back-up for the Finance Manager, when necessary, under the guidance and direction of the Finance Manager.

The Finance and admin Officer’s role will focus on enhancing financial efficiency and accuracy, while supporting the team in achieving its operational objectives and maintaining financial integrity within the organisation.

The Finance Officer will also provide financial and administrative support to the Uganda office, as directed by the Finance Manager.

Roles and responsibilities:

Under the direct supervision of Finance Manager, the Employee as part of Finance team shall provide, finance support to the Sudan Programme as follows

1. Receive and process payments for suppliers, staff and any other providers of goods and services to the Organisation and upload complete and referenced documents to SharePoint and SUN System

• Process staff payment requests, supplier, service providers’ invoices ensuring completeness in supporting documentation and expense verification. Fully referenced documentation uploaded to SharePoint and into Sun System after approval.
• Updated the Partner advance status report, this will be attached to all transfer payment requests and flag delayed accountability report submissions to Finance manager.
• Follow up with partners and attach Proof of receipt of funds to all Partner transfer Payment Request vouchers.
• Review payment supporting documents to ensure that they are in line with authorisation levels & structure, tax invoices match purchase orders, delivery notes and goods received notes. All supporting documents STAMPPED for completeness.
• Prepare all statutory returns, such as, income tax, NSIF and Zakat and submit to relevant authorities/bodies.
• Conduct bank reconciliations for all active accounts and file monthly reports with relevant support documents (Updated Cashbook & Bank Statements). Follow up on all reconciling items for clearance.
• Upload reviewed and approved monthly reconciliation reports to SharePoint.
• Monthly reconciliations of all Staff Advance Ledgers, Summary and escalate troubled or none-accounting ledgers to Finance Manager + Post all intercompany transactions and upload supporting documents into SUN system.
• Pass monthly Intercompany Journal
• Follow-up on all partner accountabilities to ensure completeness in support documents in accordance with expense type, partner region, size of grant, accuracy in totaling, reconciliation with funds transferred to partner. Each partner liquidation adequately supported, scanned and uploaded onto share point & SUN system. STAMP PAID for each respective donor.
• Update Partner transfer tracker and summary of each transfer utilisation.
• Prepare all petty-cash payments, summarise transactions for posting into Sun system and upload supporting documents to SharePoint, properly referenced.
• Carry out periodic cash counts and prepare cash count certificates.
• Ensure completeness of supporting documents fully stamped.
• Keep safe storage of cash, cheque books and stubs, receipt books and any other valuable documents for the office in the Organisation Safe.
• Respond to all audit queries to ensure audit objectives are met, and implement audit recommendations as may be directed by the Finance Manager.
• Maintain a complete audit trail of all relevant documents under your custody from inception to completion
• Update the asset Register.
• Coordinate and follow up to ensure all monthly timesheets for all staff are properly filled out and dully approved and uploaded to individual staff folders in SharePoint.
• Support finance and administrative processes for Uganda, as agreed with the Finance Manager

2. Conduct Monthly Reconciliations

3. Review and upload Partner Liquidations and ensure all supporting documents are uploaded to SharePoint

4. Petty Cash Management

5. Participate in the internal and external audit exercises.

6. Timesheets

Support to the Uganda Office

Key working relationships

• Colleagues in Uganda and Sudan programme – providing financial management support to the team
• Finance colleagues in other regional programmes – sharing experiences, best practices and lessons learned to contribute to a healthy finance system; providing support, as required
• Colleagues in the London-based Finance Department– working collaboratively on budgeting, compliance and financial reporting; providing and receiving specific support, as required
• Colleagues in the funding team – working collaboratively on project proposals, programme development, donor reporting
• Partners and other external stakeholders including donors – networking,

Scope and accountability

Decision making and limits of authority

• Budget Reviewer for all Sudan Country Projects

Financial resources

• As per budget (country budget).

Other resources

• Hard disk for Financial software backup and other financial data.

People management

• Uganda Office assistant

Legal, regulatory and compliance responsibility

• Ensure compliance with Saferworld policies and procedures (Global and Sudan).
• Ensure compliance with national legislation and donor requirements.
• Ensure all accounts are completed and recorded in line with country financial regulations**.**

Person specification

Knowledge, qualifications and experience

• University degree in Finance, Accounting or a similar discipline, or equivalent experience.
• Sound work experience in finance with an International NGO or similar settings.
• Computer literate in the use of Microsoft Word, Excel, Outlook.
• Experience of accounting software (e.g. QuickBooks, SUN System, etc.)
• Trustworthy with excellent attention to detail.
• Proven track record of working effectively as part of a team.
• A commitment to working in a non-partisan manner.
• Experience of working with partner organisations and providing training to partner finance staff.
• Experience of managing staff.
• Ability to travel extensively within Sudan or abroad for work purposes.

Skills and abilities

• Fluency in English.
• A positive problem-solving attitude and approach.
• Excellent relationship-building and communication skills, including ability to facilitate dialogue and provide advice, guidance, and coaching.
• Willingness to promote the work of Saferworld and develop collaborative work with others.
• Demonstrated commitment to principles of transparency, accountability, and honesty.
• Ability to work on his/her own, but also with a proven track record of working effectively as part of a team.
• Enthusiasm to learn and apply as well as share new knowledge and skills.
• Ability to analyse situations and data, identify trends and patterns and produce reports.

Personal qualities

• Commitment to and compliance with Saferworld’s safeguarding principles
• Commitment to respect and value equality and diversity, and understanding of how this applies to own area of work
• Commitment to own continuing personal and professional development
• Commitment to the vision, mission and values of Saferworld
• The post requires working closely with the Uganda and Sudan team members and our partners under the guidance of the Finance Manager, and Finance team in London.

Other requirements