Admin/Finance Associate
United Nations Population Fund
Total years of experience :17 years, 8 Months
* As I perform all the major jobs listed below as well as others from the standpoint of internal control, my responsibilities and tasks in my role have grown. protecting the key principles throughout all procedures and ensuring the best result for the task.
My employer depends on me to fill any vacancies at the CO or field level that they may see, thus my job description spans beyond the lines below.
My HR assessment was "Exaptional" for more than 6 years.
1. FINANCE:
• I provide on the job support for implementing partners at state level with matters related to financial monitoring and management of project activities.
• I Work with implementing partners to maintain up-to-date financial records and monitoring systems to record and reconcile expenditures, balances, payments and supporting documents, financial
statements and other day-to-day transactions.
• I and Jointly with implementing partners ensure accuracy of requests for Funding Authorization and
Certificate of Expenditure (FACE), ensure timely submission of FACE and provide the needed
follow up with the CO with regard to transfer of project funding.
• I produce regular budget and expense reports for review by programme staff to track implementation rates and identify gaps in funding.
• I Manage the office petty cash, maintain accurate documentation and reporting on expenses and prepare requests for replenishment.
• Ensure that all project expenditures are in accordance with UNFPA policies and procedures and are in line with project document.
• Initiates correspondence to verify data, answers queries and obtains additional information on financial transaction, as required.
2. ADMINISTRATION:
• I Prepare procurement requests and initiate procurement procedures for project equipment, supplies and services in a transparent and cost-effective manner.
• I am responsible for raising project related requisitions in Atlas and providing necessary supporting documentation for approval.
• I Initiate and maintain project filing system for all related project correspondence and project monitoring tools (LoU, MoU, SCs, AWPs, AWPMT, SPR, FMVs)
• I am responsible of maintaining an up-to-date inventory records, staff attendance records, vehicle logbooks, etc.
• I to ensures internal controls of administrative systems are efficient
• I to ensures adherence to security requirements.
• I directly supervises the office driver, as well as other support staff if applicable.
Requests for Payment:
• Process payment vouchers for vendors and personnel, ensuring adequacy of documentation, accuracy of invoices and payment terms, and that payments have not been made previously.
• Liaise with UNDP to ensure disbursements are effected and immediate action is taken with respect to cancelled disbursements, budget and match exceptions.
• Provide information to project managers on status of requests for payments.
• Monitor, highlight and action of appropriate dashboard indicators.
• Respond to vendor and buyer queries on payments, amounts, and timing.
• Participate in the internal control missions (internal audit) for field offices as required .
Filing:
• Maintain and safe keep the filing system of payment vouchers and supporting documents.
Maintenance of Vendor:
• Maintains files of vendor payments/project documents and correspondence.
• Process requests for revision to vendor profiles in Atlas and reviews vendor profiles on a periodic basis to ensure continuing validity.
Reporting:
• Prepares periodic reports on payment.
• Maintains schedules of disbursements to vendors.
Other:
Responds to requests from vendors as appropriate in writing, by telephone and orally.
• Perform activities as required to assure the success of the Country Office work team.
• Support and fill in for other Operations Unit staff during absences.
• Other tasks as assigned by supervisor. Work Relations The Finance Assistant will work in close collaboration with other finance and admin personnel, programme assistants, and programme officers.
As part of the Engineer’s team. The project comprises the raising of the existing dam by 10m The Engineer’s team structure is 30 expat staff (various nationalities - Engineers), sub consultant staff 14 engineers (Sudanese) and 90 engineers seconded from DIU (the Client).
My duties include but are not limited to the following:
- Preparation of the Consultant’s invoice to the Client in a monthly basis.
- Review and checking of the sub consultant’s invoices to SMEC.
- Trace all staff attendance/time sheets to insure a very accurate input for the invoicing process.
- Handling of the International staff expense claims, visas, work/resident permits and ticketing and accommodation at the construction site and Khartoum.
- Keep trace of the company belongings/properties.
- Assist the chief resident engineer as required.
- Support the admin manager as required.
- Managing the administration staff. Checking on a regular basis that the project registers are being properly maintained.
- Establishing and maintaining the filing system.
- Distributing documents to the relevant staff.
- Maintenance and management of the Document Control System.
- Controlling of the Consultant's cost and expenses for Khartoum office and site office.
- Follow up project funding and staff salaries and all other payments.
- Send updated reports to the regional accountant including cash sheets, fund requests and banks sheets.
- Conduction project induction for new staff.
- Travel arrangements for all Staff (60 persons) including departure, and arrival arrangements, Hotel booking and tickets.
- Secretarial duties support for the Project Manager, Project Deputy and other Senior Consultant staff and all other non-technical project administration.
- Responsible for the company Library
- Assets Administration Manager in controlling the financial system company. And various secretarial duties
- The preparation of all project correspondence in the correct format.
- Maintaining the registers for all incoming and outgoing correspondence
- Ensuring that all documents are correctly and chronologically filed
- Follow up of outstanding documents from the Contractor.
- Responsible of site office supplies and storing of supplies
- Accounting system administrator and General supervisor.
- Help Desk.
- Controlling All costs and incomes
Specific Assignment (data entry and processing for sales Department)
- Accounting system administrator and General supervisor.
- Help Desk.
- Controlling All costs and incomes.
Assist Accounting Manager as required.
(I have worked as Financial accounts Assistant under supervision of the Accounting Manager for the purpose of training).
Bachelor – Accounting, College of Administrative Studies, Open University of Sudan, Sudan – Dec 2008 – Mar 2012
Intermediate Diploma – Financial Accounting, College of Technical Studies, University of Khartoum, Sudan – Mar 2003 – Sep 2006
