Job Description

The Admin and Finance Assistant will support the smooth day-to-day operation of the Sudan country programme by providing administrative and financial assistance. The position is responsible for maintaining accurate records, supporting financial documentation and payments, managing office filing systems, and assisting with general office administration in accordance with PIN policies and procedures. The role is primarily administrative and supportive in nature and works closely with programme and support staff to ensure documentation is complete, organised, and readily available.

Duties and responsibilities:

Finance Support

• Assist in the preparation and processing of payment requests and supporting documentation.
• Support the management and reconciliation of operational advance, under the supervision of the designated manager.
• Maintain accurate records of financial transactions and ensure proper filing of finance documents.
• Assist in tracking advances, reimbursements, and payment requests.
• Prepare and organise financial documentation for monthly reviews and advance closing.
• Scan, copy, archive, and maintain electronic and hard-copy finance files as per PIN accounting policy
• Assist with bank-related administrative tasks when required.

Administrative Support

• Maintain organised physical and electronic filing systems for administrative, financial, and programme documents.
• Prepare routine letters, forms, and administrative correspondence as requested.
• Support the organisation of meetings, workshops, trainings, and other events.
• Assist with travel and accommodation arrangements for staff and visitors when required.
• Ensure office supplies and stationery are adequately stocked and replenish supplies as needed.
• Support asset and inventory record keeping.
• Liaise with service providers, suppliers, and office visitors on routine administrative matters.

Records Management and Compliance

• Ensure all documentation is filed accurately and can be easily retrieved.
• Support preparation of documents for internal and external audits.
• Maintain confidentiality of financial, personnel, and organisational information.
• Ensure compliance with PIN policies, procedures, and applicable local regulations.
• Report any concerns regarding compliance, fraud, or misconduct through appropriate channels.

Other Duties

• Provide general support to programme and support departments as requested.
• Undertake any other reasonable duties assigned by the supervisor that are consistent with the nature of the position.

Requirements

Required Qualifications and Experience

• Education: Minimum completion of secondary education is required.
• Minimum one to three years of relevant professional experience in administration, finance, accounting, or office support.
• Experience with an NGO, humanitarian organisation, or private-sector office environment is an advantage.
• Basic understanding of financial and administrative procedures.
• Experience maintaining filing systems and handling documentation.

Skills and Competencies

• Good organisational skills and attention to detail.
• Ability to maintain accurate records and manage documentation effectively.
• Basic numerical and financial administration skills.
• Proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook.
• Ability to prioritise tasks and meet deadlines.
• Strong communication and interpersonal skills.
• Ability to work independently and as part of a team.
• High level of integrity, discretion, and professionalism.

Languages

• Fluency in Arabic is required.
• Working knowledge of English is preferred.

Safeguarding and Code of Conduct

The successful candidate will be expected to comply with PIN's Code of Conduct and Safeguarding policies (available at: www.peopleinneed.net/key-policies-4142gp), including Prevention of Sexual Exploitation, Abuse and Harassment (PSEAH). All staff are required to perform their duties in a manner that protects the dignity, safety, and rights of beneficiaries, colleagues, and partners. All staff will undertake the appropriate level of training.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.

PIN is committed to equal opportunities and welcomes applications from qualified candidates regardless of gender, disability, ethnic background, or religion. Are you interested in joining us? Please apply in the link below. Send us your cover letter and CV which includes the contacts on your referees. Ideally, we need the name and email of your two previous line managers and one of HR.

Only shortlisted candidates will be contacted.