About CIVIC
Center for Civilians in Conflict (CIVIC) is an international non-governmental organization with offices around the world working to improve protection for civilians in conflict zones. CIVIC envisions a world in which no civilian is harmed in conflict. Our mission is to support communities affected by conflict in their quest for protection and work with armed actors to strengthen their capacity and resolve to prevent and respond to civilian harm. We are humanitarian protection advocates who believe that no civilian caught in conflict should be ignored, and we provide practical solutions to preventing, mitigating, and responding to civilian harm. Learn more at civiliansinconflict.org.
About the Position
The Finance and Admin Assistant will be responsible for overseeing and managing the finance, and administrative
support services for CIVIC's Sudan office based in Port Sudan. This role ensures the smooth operation of all support functions, enabling program staff to effectively carry out their duties in alignment with CIVIC's mission.
Key Functions
Office Management
- Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement;
- Control correspondence including fax and mail dissemination;
- Serve as overall first point of contact for staff with technical issues;
- Trouble shoot technical glitches including internet, phones, printers, network etc.;
- Manage supplies and approve staff requests for furniture, equipment, and supplies.
Finance Management
- Manage the day-to-day financial operations of the Sudan office, ensuring compliance with CIVIC's policies and procedures.
- Prepare monthly financial statements by collecting, analyzing, and summarizing data; investigate variances and trends.
- Coordinate the preparation and monitoring of budgets, forecasts, and financial reports to support program decision-making.
- Ensure timely and accurate submission of financial reports to headquarters and donors, adhering to all reporting requirements.
- Maintain accurate financial records and oversee the management of accounts payable and receivable.
- Ensure compliance with local tax laws and regulations, including the preparation and submission of required filings.
Administrative Support
- Ensure the efficient operation of administrative functions, including office management, record-keeping, and correspondence.
- Support human resources functions as needed, including recruitment, onboarding, and staff welfare, in coordination with the HR department.
- Ensure compliance with local labor laws and CIVIC's HR policies and procedures.
Compliance and Risk Management
- Implement and monitor internal controls to safeguard the organization's assets and ensure the integrity of financial and operational processes.
- Ensure adherence to CIVIC's policies, donor regulations, and local laws in all operational activities.
- Identify potential risks in finance, logistics, and administration and develop mitigation strategies.
- Support the preparation and coordination of audits, providing necessary documentation and responses to
- audit findings.
Coordination and Communication
- Act as a liaison between the Sudan office and CIVIC regional and headquarters, ensuring effective communication and alignment of operational practices.
- Collaborate with program staff to understand operational needs and provide timely support.
- Represent CIVIC in operational matters with external stakeholders, including vendors, service providers, and regulatory authorities as needed.
Requirements/Qualifications
- Minimum of 5 years of progressive experience in finance, logistics, and administrative management within an international NGO or similar organization.
- Bachelors degree in Business Administration, Finance, Accounting, Human Resources, or a related field required; a master's degree or relevant professional certifications are an advantage.
- Professional certification in finance (such as CPA, ACCA, or CMA) strongly preferred.
- Proven experience in financial management, including budgeting, reporting, and compliance with donor regulations.
- Strong knowledge of procurement and logistics management best practices.
- Familiarity with human resources management and local labor laws in Sudan.
- Excellent organizational and multitasking skills, with a high level of attention to detail.
- Strong leadership and team management abilities.
- Proficiency in financial software and Microsoft OfficeSuite.
- Fluency in English and Arabic is required.
Additional Details
Application deadline: July 15, 2025
Preferred start date: August 15, 2025
Position is contingent upon the availability of funding.
Due to the high volume of applications, only candidates selected for an interview will be contacted.
CIVIC seeks to recruit, develop, and retain the most talented people from a diverse candidate pool in the belief that employees from diverse backgrounds are critical to achieving our goals. We strongly encourage applications from persons with diverse backgrounds and experiences.
CIVIC is not able to sponsor employees at this point, therefore, please ensure that you can legally work in this location when applying.
Note to Recruiters and Placement Agencies: CIVIC does not accept unsolicited agency resumes. CIVIC does not pay placement fees for candidates submitted by any agency other than its approved partners.