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Administrator Job Vacancy

Vacancy Number: SS001/14

Post Title: Country Administrator

Organization: Cesvi

Duty Station: South Sudan (Juba)

Duration: 3 months with possibility of 9 months extension

No. of Post: 1

Background: Cesvi’s programmes in East Africa are focused on humanitarian aid both in development and emergency context, including conflicts, natural calamities and environmental disasters. The main thematic areas of intervention are: Child Protection, Health, WASH, Food security, Livelihood and Resilience.

Job Summary

Objective 1: Check the monthly accounts of the bases and those of the capital
  • Check the mission’s cash and bank balance
  • Check eligibility of invoices
  • At the end of each month, check the level of advances for each cash box
  • Verify recording of expenses in each cashbook
  • Edit comments on the accounting of each base monthly
  • Verify presentation of accounting vouchers

Objective 2: Consolidate the mission’s accounts monthly
  • Verify payment of rental agreements when they fall due and split the charges over the periods.
  • Verify that the staff data base is complete and updated
  • Update the depreciation files for the mission’s equipment and vehicles
  • File monthly the original documents related to advance accounts in a separate file;
  • Integrate the cash and bank books into the accounting software
  • Check expenditure by the field to enter data into the accounting software
  • Update the software for each project

Objective 3: Participate in managing the national staff and ensuring administrative follow-up of the files
  • Check contract dates and inform the base administrator and PMs of their expiry date ;
  • Keep the individual files up-to-date;
  • Check that the procedures regarding recruitment and contract terminations are followed;
  • Supervise the preparation of new employment contracts;
  • Establish administrative documents related to employment contracts;
  • Follow up the annual appraisals, ensure that all staff involved in the appraisal schedule it properly and respect the dead lines
  • Check the database for salary payroll form the bases and validate them before the payment;
  • Ensure that all the due taxes are regularly calculated and paid by the base administrator concerned

Objective 4: Participate in the pre-audit of financial contracts
  • Supervise archiving and presentation of financing contracts (Analytical accounting Book), distribute invoices after journal entries, edit the expenses vouchers from HQ);
  • Elaborate the listing of risks for validation by the administrator
  • Check validity of accounting data with the intermediary and final reports.

Objective 5: Supervise the team
  • Ensure training of cashiers and accountants on the mission;
  • Check the cashbooks and carry out the physical inventories;
  • Ensure training in book-keeping on the mission;
  • Carry out appraisals of the team members.

Qualifications/ Desirable

  • Bachelor of Commerce (Finance)
  • Strong Computer skills especially in Excel / Accounting systems
  • Prior experience in book keeping preferably with NGOs, excellent numerical and analytical skills
  • Knowledge of donor funds management
  • Good command of English language both written and oral

Submission Guidelines: Persons qualified for this position are invited to submit their CV (including 3 referees) and COVER LETTER ONLY to CESVI to the e-mail address:  

Please quote the Position (i.e. Application for Country Administrator position) in the subject line of your e-mail application.

Please do not send more than one application and do not attach certificates at this stage.

Inquiries on phone or e-mail will not be entertained.

Female candidates are encouraged to apply.

Closing date for applications is 16th July 2014 at 17:00.

However Cesvi reserves the right to close the vacancy before the above mentioned date in case a large number of applications is received.

Only short-listed candidates will be contacted

CESVI is an equal opportunities employer.

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