COOPI is looking for a Project Administrator (Area) in Kenya/ or any suitable place in Sudan, if/when security allows.

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. COOPI is currently implementing projects funded by USAID, AICS, and UN agencies.

Description of the role

The Project Administrator will report to the Country administrator (functional) and the Head of Mission(line manager). He/she will be the focal person directly responsible for the overall administration aspects of the assigned projects. He/she will responsible to ensure the procuremet and administrative compliancy of COOPI and Donor regulations during the implementations of the activities.

Main responsibilities

The Area Administrator will be responsible for the coordination of field operations, and will ensure :

• Training on DESY to local admin staff is done and effective;
• Program administration is correctly implemented and managed;
• Administrative and purchases procedures are correctly applied;

Specific tasks

• Ensures the correct management of the safes and the project’s bank accounts, by directly managing or by regularly controlling the project accountant, if available;
• Ensures the correct project accountancy and all accountancy documents filing, by monitoring the accountants or by directly performing the accountancy, in case there was no accountant;
• Verifies the correct administrative management of the projects (contracts, goods and services purchase, calls for tenders etc.) in compliance with COOPI and the donor’s procedures (EU and others );
• Ensures the correct filing of all project’s administrative documents;
• Monitors expenses in accordance with the budget, and provides the accountancy data to the PM so as to allow him to monitor and plan the expenditures and to request funds;
• Supports the elaboration of contract modifications (including the budget), and in the preparation of all necessary projects documents;
• Contributes to the development of the project’s financial planning;
• Prepares the intermediate and final financial reports for the projects under his responsibility;;
• Supports in budget preparation as well as proposals development.

Human Resources

• Plans the work, supervises, and collaborates to train the staff of the project’s accounting-administrative area upon request by the Head of Mission;
• Upon request, collaborates to staff evaluation activities;;
• Is the focal point of the complaint mechanism and the code of conduct.

Logistics

• Provides technical oversight to the procurement process;
• Ensures that proper supply chain management procedures are in place and that standard logistics and related administrative systems are established and implemented within COOPI country programme.

Requirements

Essentials

• University degree in economy, business or social sciences; ;
• A minimum of 2 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;
• Experience in liaising with governmental/local authorities, IOs and NGOs;
• Fluency in English language;
• Computer literate;
• Proven capacity to work in a team is essential;
• Demonstrated ability to work in stressful environments, under pressure and in remote context;
• Experience in using the double-entry bookkeping system and most common accounting software.

Desired

• Familiarity with logistics, procurement and security procedures is a strong advantage;
• Experience in managing staff is an advantage;
• Previous work experience in Sudan;
• Previous experience with COOPI;
• Experience in working in conflict-prone environments a plus;;
• Italian language knowledge is a plus.

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 an Italian secular and independent humanitarian organisation fighting against all forms of poverty to improve the world. Founded in 1965, today COOPI is present in 33 countries in Africa, Latin America and the Caribbean and the Middle East, with both emergency and development projects carried out by expatriate staff – an average of over 270 people per year – and national staff. The main institutional funders are the European Union – ECHO and INTPA – USAID, UN agencies, the Italian Government, local authorities and other European Governments.