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Position Summary
Department: Program Country: South Sudan Duty Station: Kapoeta East County, South Sudan (100% field-based) Expected Start Date: 15th September, 2026 Duration of Contract: 12 months renewable depending on performance Reporting to: Program Manager Contract Type: This is a National Position
Background
Vétérinaires Sans Frontières - Germany (VSF Germany) is a non-governmental, non-profit making international organization, engaged in the field of veterinary relief and development work providing humanitarian aid and development assistance to pastoralists and vulnerable communities in areas where livestock is of importance. With support in animal health, agriculture, marketing, and food safety, VSFG works towards food security and strengthened livelihoods of pastoralist communities. VSF Germany implements activities in Ethiopia, Sudan, South Sudan, Kenya, Uganda and Somalia.
Experience
VSF Germany seeks to recruit qualified and well experienced staff for the position of Field Admin and Finance Officer (1 Position) to be based at VSF Germany office at the field location Kapoeta East, South Sudan. The holder of this position will have an overall environmental and social safeguards oversight for all projects implemented in South Sudan Country Program under VSF Germany. Determined by the level of experience as assessed during the recruitment process. Female applicants are strongly encouraged to apply for this position.
Responsibilities
Finance
Control budgets based on donor’s regulation and internal organizational policies. Ensuring adequate supporting documents are maintained for every transaction processed at field office. Reviewing and/or Preparing Payment Vouchers for daily expenditures and Posting on cash book record on timely manner. Review and check correctness of budget line expenditures on project financial reports on regular basis. Preparing timely cash requests at Field Level on monthly basis. Ensuring every single transaction is recorded on the accounting system for completeness of records. Ensuring accuracy of transaction recorded both on hard copy and soft copy for error free reports. Maintaining and follow up on Field Procurements Procedures as per the VSF Finance Manuals.
Profile
Ensure all requirements are done as per the VSF Finance Manuals during staff travel. Reconciliation of cash in safe against petty cash Summary Form records. Processes posting of cash and cheque payments explaining nature of transactions as brief and descriptive as possible. Follows up timely settlement of advance payments in general and per-diem advances in particular. Reports overdue settlements to project manager. Analyzes balances in receivable and payable accounts on a regular basis. Summarizes employment income tax deductions, pension and withholding tax deductions on monthly basis. Prepare and effect Per-diem Payments for Staff and training/meeting Participants in accordance with internal procedures. Administrative processing and maintaining proper records of related financial transactions in accordance with the organization Finance Manuals. Keeps custody of financial documents and ensures that documents taken for references are returned timely. Support on review of quarterly cash forecast for the area office projects for which the Project Manager prepares before submission to Country Office.
Administration
Coordinate logistics for VSF Germany operations in Kapoeta East (meetings, trainings, workshop, field visits, bookings, arrange accommodation, etc. Ensure that organizational assets and supplies are used and maintained in accordance with VSF Germany assets management manual. Ensure that procurement guidelines/requirements and all procedures related to procurement are adhered at all times. Ensure that all procurements are carried out promptly and with the objective of obtaining the best value for money. Make sure that items received are properly reviewed and in line with the LPO(s) issued. Ensure that the transport requirement of the project is properly planned and fulfilled at all time.
Education / Diplomas
Maintain fleet operation information, such as vehicle log sheet, provide fleet management report of all vehicle on monthly bases. Keep staffs records and track employee annual leave and alert project manager to act in case of accumulated annual leaves. Review and keep updated records of vehicle movement (log sheet) and fuel consumption report on regular basis. Follow up on staff entry and exit incidents, compile, clearance for leaving staff and send to Country Office on timely basis. Prepare monthly Field office HR reports and submit to country office monthly. Ensure Compilation of field-based staff time sheet for the area office and submit to Country Office on timely manner. Support the field area office Manager on administrative matters that could be required. Ensure timely registration and updating of fixed assets. Ensure donor rules and regulations are adhered to all the time before affecting any payment. Ensure settlement of statutory payment of the project employees such as Income tax, pension and withholding tax timely. Follow up presence and timely settlement of utilities & communication services such as electricity, water, internet and telephone bill payments. Liaise with State and Country Authorities to ensure smooth project implementation. Represent the organization in key legal matter which require liaison services.
Experience, Skills and Knowledge Requirements
Bachelor’s degree in Accounting & Finance, Management, Business Administration or another related field. Minimum of 7 years of professional experience post qualification and of which 5 years’ experience in INGO environment is desirable. Having good experiences of serving as field level management team. Experience in logistic and HR areas are advantageous. Good knowledge of Microsoft dynamics and other financial software applications are advantageous.
Required Skills
Well-developed Information Communication and Technology (ICT) skills with hands on experience with computerized accountings applications. Conversant with EU donor funding is an added advantage. Adequate knowledge of basic accounting concepts, principles, and practices. Ability to prioritize tasks in accordance with their time sensitiveness. Good experience in financial record keeping. Maintain good working relationships among colleagues, and with other staff members. Willingness to work in remote and intense working conditions. Proficiency in Excel applications, adequate skill in communication both written and oral.
Reporting Lines
VSF-G Program Manager (or designated line manager)
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