Job Description
| Organization | COOPI Cooperazione Internazionale |
| ROLE | Area Administrator |
| COUNTRY | Sudan |
| DUTY STATION | Kassala City (occasionally, Gedaref and Khartoum) |
| DURATION | 6 months (renewable) |
| REQUESTED EXPERIENCE | Min. 3 years |
| POSTED ON | 25-01-2022 |
| DEADLINE | 07-03-2022 |
COOPI has been present in Sudan since 2004 and in more in specific in Kassala. The recent history of Sudan is marked by strong disorders and violence, expressions of a civil war that on several occasions has shaken the country since its independence. Since 2019, COOPI’s interventions focused also in the Kassala region that for a long time has been the scene of armed clashes and particularly hit by periods of severe drought.
Purpose of the role
The Area Administrator will report to the Country Administrator and the Head of Programmes. He/she will be the person to whom all project staff will refer to for logistic, administrative and management issues.
The Area Administrator will work closely with the Country Administrator, Area Coordinator, Program manager and Field Administrators, and will supervise Accountant and Finance Officer.
Responsibilities
The Area Administrator will be responsible for the coordination of field operations, and will ensure that:
- Training on DESY to local admin staff is done and effective;
- Program administration is correctly implemented and managed;
- Administrative and purchases procedures are correctly applied.
Reference terms
- Support the administrative country coordination for the good accounting management of the project, in accordance with internal procedures and external donors procedures and monitoring project system;
- Supervision, training and control of the administrative and financial management of the national administrators of the projects;
- Support the coordination in budget management of the expenditures distribution of the program.
Specific tasks
- To train and follow up the admin local staff of Kassala, guiding them through an on job training/follow-up, until they are capable of managing COOPI financial software (DESY) by themselves;
- Ensure that an updated weekly cash book of Kassala is shared on timely base with Country Administrator;
- Consult Project Managers based in Kassala in any of financial related issues;
- Perform expenses payment process after verification of the regularity of documents and compliance with the COOPI procedures;
- Keep timely update of Programme accounts (DESY) and maintaining proper filing of all assigned projects’ documents after posting;
- Monthly check of project and coordination documents according with the expenditures posted in the DESY (COOPI Project Accounting information system);
- Prepare monthly reconciliation of Cash and Banks of the projects;
- Preparation of budget amendments in liaison with the Project Manager;
- Participate and assist in project budget planning and development;
- Preparation of monthly funds request list for submission to the Country Administrator in good time;
- Ensure that funds are transferred to the field administrators in good time for payment of filed project expenses according to the cash request for the month as approved by project manager and in accordance to COOPI procurement procedures;
- Working closely with Program manager to facilitate timely payment of salaries for Field staff whose salaries are charged to the project which the administrator is managing;
- Ensure that all payments to consultants are effected in good time and follow the COOPI procurement procedures including payment of Withholding taxes;
- Supervision and monitoring of all the administrative aspects of the Programme in the field (contracts in the field for both staff and suppliers, request for quotations, preparation of purchase orders) in liaison with the Logistics Dept. and Programme Manager;
- Preparation and follow up of projects’ audit from time to time as it falls due;
- Continuous budget monitoring (PREPPY) in collaboration with Project Managers;
- Support Country Administrator in Annual Coordination Audit as necessary.
Logistics
- Assistance in the supervision the stocks/inventory documentations of the project;
- Assistance in the follow up of procedures and requirements on field project agreements.
Human Resources
- Assist field staff on any administrative issue and inform them about general staff policies;
- Train field administrators/ assistants on DESY and other accounting/administrative procedures.
Reports
- Preparation of project financial reports and annexes according to donor requirements.
Training
- Attending training concerning donor’s procedures as deemed necessary.
Other responsibilities
- Ensure quality, transparency and efficiency in all aspects of the work;
- Maintain high level of confidentiality of all documents and issues pertaining to the organization;
- Perform additional jobs upon request;
- Perform all duties to the best of her/his abilities, according to the employment contract, job description and staff regulations.
Requirements
Essentials
- University degree in financial/Administrative subjects;
- A minimum of three years of relevant working experience;
- At least two years of demonstrated successful experience in international relief and development in a similar position;
- Experience in liaising with governmental/local authorities, IOs and NGOs;
- Fluency in English language;
- Demonstrated effective verbal and written communication, negotiation skills, multi-tasking and organizational skills;
- Computer literate;
- Proven capacity to work in a team.
Desired
- Previous work experience in Sudan;
- Experience in logistics, procurement and security matters;
- Demonstrated ability to work in stressful environments and under pressure;
- Experience in managing staff;
- Experience in working in conflict-prone environments.
We reserve the right to close the vacancy prior to the application closing date, once a sufficient number of applications have been received.
Please note that only the shortlisted candidates will be contacted. Interviews will be conducted on rolling basis and the vacancy will be closed when filled, thanks for understanding.
Cooperazione Internazionale (COOPI) is an Italian humanitarian non-governmental organization founded in Milan in 1965. For more than 50 years of long-term support and constant presence in the field, COOPI has been engaged in breaking the cycle of poverty and responding to specific emergencies in numerous sectors, including Food Security, Humanitarian Aid, Health, Socio-Economical Services, Water and Sanitation, Human Rights, Education and Training, Migrations and Sustainable Energy.
