Project Administrator – Sudan
COOPI responds to the needs of the most vulnerable populations in Sudan since 2004, including refugees, Internally Displaced People (IDPs), Returnees and vulnerable communities through an integrated WASH, Food Security and Livelihoods and Shelter approach. Key target groups include women and children, especially female- and child-headed households and unaccompanied minors, as well as the elderly and people living with disabilities. As part of the programmatic approach, COOPI mainstreams Disaster Risk Reduction (DRR), Climate Action, Gender and Protection, and focuses both on life-saving interventions as well as building long-term resilience through community-based programming. COOPI works in Khartoum, Gedaref, Kassala and North Darfur States.
Purpose of the role
The Project Administrator is the focal person directly responsible for the overall administration aspects of the project, being responsible to ensure the procurement and administrative compliancy of COOPI and Donor regulations during the implementations of the activities. This position reports to the Country administrator.
Administrative and financial management
- Ensure financial and administrative compliance with Donors and COOPI’s procedures.
- Control and assure compliance of program expenditures with program budgets.
- Ensure consistent application of guidelines/formats for administrative and accounting procedures, planning, reporting & monitoring of the MOU/grant agreements signed between COOPI, and Local Parteners and Local Government Authorities.
- Ensure appropriate filing system of financial documentation is in place, accurate and updated.
- Ensure that taxes are timely remitted to relevant authorities.
- Supervise and capacitate the Local partner related to financial requirements.
Planning and monitoring of expenses
- Prepare and maintain updated the Base Budget; provide timely and systematic monitoring of program expenditures as well as timely budget program forecasts.
- Prepare payment vouchers and verify supporting documents for project and administrative expenditure. Ensure classification of all financial information and documents in accordance with the projects and respective budget lines.
- Prepare, on a periodic regular basis, financial reports and/or other financial requests.
- Supervise appropriateness and updating of all procurement documentation at the various steps of the procurement process.
- Ensure budget availability of expenditures and that appropriate authorizations are in place.
- Monitor cash flows, cash and bank reconciliation statements, and fund requests.
- Ensure proper administration for outstanding debtors and creditors.
- Coordinate and supervise overall policy implementation for the human resources of the base, included Labour Law application, recruitment and that staff salaries are effectively paid to eligible staff and an audit trail of records is maintained.
- Supervise preparation of contracts for personnel staff. Manage contracts of local and international staff and supervise administration staff.
- University degree in economy, business or social sciences.
- A minimum of two years of relevant working experience in similar positions.
- Demonstrated successful experience in international relief and development in a similar position,
- Demonstrated effective verbal and written communication, negotiation skills, multi-tasking and organizational skills.
- Proven capacity to work in a team.
- Experience in liaising with governmental/local authorities, IOs and NGOs.
- Fluency in English language.
- Computer literate.
- Demonstrated ability to work in stressful environments, under pressure and in remote context.
- Experience in managing staff.
- Familiarity with logistics, procurement and security procedures.
- Previous work experience in Sudan.
- Experience in working in conflict-prone environments.
- Previous experience with COOPI.
- Italian language knowledge.
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.
COOPI Cooperazione Internazionale is a humanitarian, non-confessional and independent organization founded in 1965 in Milan, Italy. For more than 50 years we have been dedicated to breaking the cycle of poverty and to supporting populations affected by wars, socio-economic crises or natural disasters in their path to recovery and sustainable development, by making use of the professionalism of local and international operators, and through our partnerships with public and private bodies and civil society organizations.