Sudan – Country Administrator

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 its programmatic approach, COOPI mainstreams Disaster Risk Reduction (DRR), Climate Action, Gender and Protection, focusing both on life-saving interventions as well as on building long-term resilience through community-based programming. Since 15th April 2023, COOPI, based in Port Sudan, has been providing support to war-affected populations in the states of Khartoum and North Darfur. COOPI is currently implementing projects funded by AICS, the European Union and UN agencies.

Purpose of the role

The Country Administrator ensures the correct administrative and financial management, and the sustainability of the COOPI’s operations in the country. He/she is responsible for the accuracy, completeness and timeliness of the information sent to headquarters.

Responsibilities

REPRESENTATION

With the Head of Mission, be responsible for the signature on the organisation’s accounts.

Manage,as per competence:

Relations and paperwork with public and administrative bodies in the country and with the administrative and financial offices of decentralised donor institutions; Relations with consortium partners; Relations with local project partners.

DEVELOPMENT

Assist the Head of Mission in updating documentation, tools and procedures for local personnel management; Support economic/financial planning, development and sustainability of the mission.

MANAGEMENT

Prepare the country budget in collaboration with the Head of Mission; Monitor the sustainability of the country and the appropriate allocation of fixed costs; Verify new project budgets in accordance with planning and sustainability; Periodically identify economic and financial commitments for the implementation of project activities; Check the economic and financial management of projects on a monthly basis, including the status of budgets, expenditure prospects and financial forecasts for the implementation of activities; Control the cash management (cash and bank) of the coordination and bases and the dispatch of funds to projects according to requests; Monitor donor funding for project implementation (advances and grants), updating information to be sent to headquarters and proposing priorities for financial reporting; Finalise and check interim and final financial reports to be submitted to donors, before forwarding them to headquarters; Ensure the correct archiving of the country’s administrative documentation (central and peripheral level) in accordance with the organisation’s procedures; Provide support and advice to project and coordinating leaders and administrators and monitor the correct application of COOPI and donor administrative procedures; Verify the sustainability and proper management of COOPI-owned assets in cooperation with the country’s logistics function; Prepare the audits conducted in the country and the sending to headquarters of the documents relating to the projects to be audited in Italy; Ensure, through periodic checks, the documentation of the training carried out on the prevention of breaches of the code of ethics, PSEA and unlawful behaviour; Ensure the proper functioning of the various bases, area coordinations in the country, including carrying out on-site verification missions; Periodically supervise the work done by expatriate and national staff; Ensure the continuous training of local administrators and accountants (coordination, bases and projects); Transfer administrative skills to non-administrative staff (Project staff, Programme staff, Head of Missions) with « on the job » activities ; Conduct staff evaluations.