Africa Educational Trust Finance and Administration Manager Jobs in South Sudan

Africa Educational Trust Finance and Administration Manager Jobs in South Sudan

Background:

AET as part of the Street Child group believes that every child deserves the chance to go to school and learn. Our projects focus on a combination of education, child protection, and livelihood support to address the social, economic, and structural issues that underpin today’s education crisis.

We partner with local organisations and communities to deliver our locally rooted programmes, using evidence to drive learning and the refinement and scale-up of programmes to create maximum impact for most children at the lowest cost.

We pride ourselves on being willing to go to the world’s toughest places where others won’t, including remote, hard-to-reach areas and fragile, disaster-affected states across sub-Saharan Africa and South Asia.

Since 2008 we have helped over 500,000 children to go to school and learn and supported over 33,000 caregivers to set up businesses so they can afford the cost of educating their children.

Role Purpose

The Finance and Administration Manager will form part of the Senior Management Team. He/she will be responsible for the financial and administrative operations of the organization and ensure timely and accurate financial reports and practices including cash management, payroll, financial disbursement, ledgers, receipts, cash requisition forms, budget, and budget management, etc.

Key Responsibilities

Financial Management

Establish and implement financial procedures in line with AET/ SC requirements

This involves submitting monthly requisitions, establishing budgets, documenting expenditures monthly, and ensuring that the necessary records of expenditures are stored safely.

Monitoring petty cash and bank balances to ensure that sufficient funds are available for program needs.

Oversee project operations, procurement, logistics, and supply chain support for project supplies, commodities, and equipment

Oversee financial controls, operational systems, and compliance activities for projects and with partners.

Ensuring monthly updates are sent to AET / SC regional office.

Timely and accurate recording of all financial transactions in line with organizational and donor needs.

Establish and prepare accurate information for budget monitoring and progress reporting of programs

Prepare programme financial reports in the format required by donors to support the programmes team

Provide support and advice on budget preparation and revisions to the programmes team

Work with the programmes team to ensure that budgets illustrate the appropriate costs

Lead project budget development for annual work planning and ad hoc budget requests.

Respond, as needed, to issues that arise, including but not limited to financial reporting, issuing modifications, oversight of compliance with terms and conditions and resolution of disputes, and resolving audits (financial and performance) findings

Monthly review expenditure against projected budget with the programmes team and make budget adjustments within donor tolerance or assist with budget realignment proposals for donor approval

Work with the programmes team to cost new programmes for proposal development

Provide support and advice on all elements of the procurement and logistic processes

In liaison with Country Director and regional team to ensure that all goods and services are procured in line with AET/ SC Procurement Policy

Provide support with all aspects of the procurement process

Support internal staff and staff at partner organizations on the development and implementation of financial systems

Provide capacity building for staff to ensure that their financial skills are sufficient

Work with implementing partners and local partners to ensure that they possess the necessary financial skills and provide support where necessary

Control of payroll and responsibility for adhering to all local laws including tax payments

Manage the organization’s annual external statutory audit process

Manage and lead the finance staff, fix objectives, and assess the staff he/she line-manages

This job description is not intended to be all-inclusive, and the employee will also perform other related tasks as required and be responsible for reporting and

communication of progress and achievement of the specific assigned task

Capacity Building and supporting the team of Finance and Admin Officers. This would imply and require regular visits to the field to Monitor and do trainings to ensure that financial and admin systems are in place and being adhered to.

Human Resource Management

Oversee the ongoing development of team composition and structure to ensure that is fit for purpose, aid in the development of Job descriptions/Terms of Reference, follow up field staff-related recruitment processes and orientation of staff.

In consultation with relevant colleagues, plan and implement staff annual appraisal system/performance reviews.

Promote and support a learning culture by empowering individuals and teams to identify critical learning needs and plan/provide easy access to learning opportunities to maintain personnel competency and flexibility.

Ensuring that hiring managers actively seek to create diverse teams in terms of gender and geography.

Foster a positive work environment, respectful of both men and women, and ensure that the highest standards of conduct are observed.

Administration, Information Technology and Knowledge Management

Coordinate the recruitment onboarding and offboarding process.

Ensure all contracts, and letters of hire are in Place with relevant documentation.

At the request of the Country Director and in collaboration with the team, plan, implement and organise the strategic capacity building of personnel.

Core Values:

Commitment to AET/ SC mission, vision, and values, and the ability to convey with enthusiasm AET’s role in South Sudan.

High integrity, honesty, and confidentiality; ability to deal tactfully and discreetly with situations, people, and information.

Acceptance of diversity and inclusion as a core value.

Willingness to work in a flexible, sub-optimal, stressful, and unstable environment.

A resource and budget-sensitive approach – mindful of the need to balance high standards with the imperative stretching resource envelopes as far as possible, to benefit as many as possible of the hundreds of thousands of children in South Sudan who presently lack, and are unlikely to acquire, these core life skills.

Ability to prioritize with good time management skills.

Strong management and interpersonal skills.

Strong awareness of key development issues and trends at the national level.

Ability to represent the organization externally, including with partners and donors.

Should have the right to work in South Sudan.

Ability to work easily with national and international colleagues alike;

Entrepreneurial and business spirited

Knowledge of donor compliance

Reporting

This position reports directly to the South Sudan Country Manager but with a dotted line technical reporting responsibility to the AET Regional Finance Manager.

Qualifications and Experience:

A qualified accountant with a degree in Accounting, Finance, Business Administration or its equivalent.

At least 3 years of senior financial management experience, with preference given to those having worked in an NGO/INGO setting.

Proven financial analysis and forecasting ability.

Experience managing a large annual budget

Demonstrable experience in training and leading a team.

Experience in managing multiple projects.

Proven experience in donor reporting.

Excellent proficiency in Microsoft Office and large datasets

Should have skills in using accounting software packages

Knowledge of institutional donor regulations, procedures and requirements

How to Apply

Please submit your CV and a covering note explaining why you think you could make an extraordinary impact in this role to hr@africaeducationaltrust.org


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