Finance and Administrative Officer

International Institute for Democracy and Electoral Assistance

Port Sudan, Sudan

Experience: 3 to 5 Years

Skill Required: Accounts and Finance

The International Institute for Democracy and Electoral Assistance (International IDEA) is an intergovernmental organization that supports sustainable democracy worldwide. International IDEA’s mission is to support sustainable democratic change by providing comparative knowledge, and assisting in democratic reform, and influencing policies and politics

International IDEA is managing a four-year programme to support Sudan’s transition to a democratic system of government, and to contribute to SDG 16 (responsive, inclusive, participatory, and representative decision- making at all levels) by improving the capacity of strategically civil society actors engage with citizens and the government of Sudan in a democratic and effective way, with an aim to resume a democratic and peaceful transition in Sudan

The project intends to contribute to these over-arching objectives by inspiring and supporting change processes undertaken by a Group of Eminent Sudanese, strategically chosen public interest groups (including civil society organizations (CSOs), thinktanks and research centres),

The Finance and Administrative Officer will provide high level financial and administrative support in accordance with project needs and requirements for the Khartoum Office, and will be responsible for accounting, payments, bank account management and providing support to the office on financial and procurement aspects.

Duties and Responsibilities:

  • Processes invoices, advance requests, project expenditure reports, prepares and process payment requests accordingly.
  • Performs bank reconciliations and handles the petty cash fund, clearance of receivables, overall cash management and facilitates monthly financial closures in accordance with office and institutional requirements
  • Assists with expenditure control, advising team members on possible cost-saving measures.
  • Coordinates and monitors the usage and maintenance of project equipment and vehicles
  • Prepares and follows up on the collection of VAT refunds from the Sudan Government Revenue and Customs authority.
  • Enters data into the ERP system and prepares monthly expenditure receipts and reports.
  • Monitors cash flows and ensures adequate cash levels are maintained every month for the project.
  • Contributes to the preparation of and responding to the office and project audits.
  • Operates and maintains use of computerized accounting systems and spread sheets to assist day to day accounting procedures and with reporting requirements.
  • Ensures compliance with donor financial and procurement policies including financial accounting obligations where applicable.
  • Ensures that International IDEA complies with relevant national laws and procedures pertaining to project finance and administration.
  • Maintains records of fixed assets and updates them on a quarterly basis.

General Profile:

  • Clarifies financial information with diplomacy and clarity to other team members and partners.
  • Requires good knowledge, excellent skills and initial experience in their field;
  • Has developed knowledge and skills through formal training or work experience.
  • Adds value to team-based activities in his/her unit; collaborates with other entities of the Institute as required.
  • Follows internal procedures to ensure high standards of performance and compliance with Institutional guidelines.
  • Acts in accordance with International IDEA’s Core Values: Respect, Integrity, and Professionalism.
  • Integrates a gender and diversity perspective in all activities.

Education and Experience:

  • University degree in business, financial management or other relevant discipline.
  • Minimum three (3) years of progressive responsibility in supporting Accounting, Finance, Administration and Grant Management functions.
  • Full or part professional qualifications in finance and accounting, for example ACCA are considered advantageous.
  • Knowledge of award and contract regulations and reporting requirements of EU and/or other major donors advantageous.
  • Experience in working in an international context, e.g. in an intergovernmental organization, considered an advantage;
  • Excellent knowledge of Microsoft Office package (including MS Work, Excel, and PowerPoint) and Internet is required; Knowledge of ERP systems is desirable;
  • Fluent in written and oral English and Arabic is required; Any other widely spoken language in an International IDEA priority region would be an asset.