Fahmi Elamin Naser GUBOURI

• Support the assessment and analysis of the needs of persons of concern in the country/region in a participatory manner and using an Age, Gender and Diversity (AGD) perspective as basis for planning
• Assist in managing the development of a broad network of partners, good coordination practices and the development of partner capacities related to programme management if applicable
• Assist in organizing and documenting the selection of partners in accordance with the policy on selection and retention of partners, ensuring due diligence to meet the requirements of projects
• Provide support to the field with technical advice to ensure partnership agreements are established in a timely manner, regularly monitored and reported on in compliance with established guidelines and procedures included in the framework for implementing with partners
• Support the implementation and performance of partnership agreements through field visits and appropriate physical monitoring if applicable, reviewing performance and financial reports
• Support the development and implementation of MFT monitoring plans for activities implemented through partnerships and those under direct implementation in line with Programme Manual and programming instructions
• Contribute to the review and analysis of operations plans, mid-year and year-end reports of the different UNHCR offices, ensuring quality assurance and compliance with established policies, guidelines, procedures and standards
• Generate and maintain records of implementation rate (performance progress and expenditures) on a regular basis
• Follow up on any change in regards to alignment of results chain, verifying indicators, budget, prioritization, apportioning needed to measure programme performance, trends and target interventions, contributing to soundness of Operations Plan and enhancement of data quality
• Follow up with UNHCR offices the compliance with issuance of audit certificates for partners in line with the Policy on Risk-Based Project Audits
• Provide support to the field through technical advice and training on resource allocation processes and other programmatic issues
• Use UNHCR’s corporate tools (e.g
• Focus Client, Global Focus Insight and FOCUS Reader, MSRP) for core activities related to planning, budgeting, implementation and reporting, generating data for evidence-based programmatic decisions and analysis
• Support UNHCRs programming of community of practice and continuously contributing to improvements of programming tools and processes
• Perform other duties as required

· Advises the Head of Office and staff on personnel, financial and administrative policies, procedures, practices and rules and regulations in order to ensure compliance with UN Financial and staff rules/procedures

· Handles recruitment, appointment and administrative formalities

· Concerning local General Service staff, participates in the interviewing

· Process and establishes temporary contracts for short-term personnel.

· Monitors and directs the day-to-day personnel, financial and

· Ensures the Sub and Field Offices conform to the prevailing rules and procedures on personnel, financial, administrative and security matters administrative operations of the office.

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· Coordinates and the preparation of all reports on personnel, financial and administrative matters for submission to the line manager/HQ

· Controls and approves the monthly accounts and the various administrative activities

· Normally supervises and coordinates the work of at least one lower level two GL staff and conduct the annual performance appraisal for the supervisee team members.

· Performs other duties as required

· Admin/Finance/HR Focal person.

· Maintains records of personal (Absence & Attendance sheet).

· Ensure timely replenishment of the working advance / petty cash.

· Fuel Supply for UNHCR vehicles and regular preventive maintenance.

· Assist in the procurement of office supplies (stationery, equipment, cleaning supplies, assorted items etc.).

· To deal with local contractors, suppliers, service providers and tenders, BID, RFQ, PFI.

· Provide administrative support to the newly arrived staff members’ hotel booking, work station, and provision of internet dongles etc.

· Premises management.

· Cash management.

· Assist in issuance/renewal of staff ID Cards.

· Facilities management

· Arrange and organize events, workshops, trainings.

· Payment settlement for water, electricity, reactivation internet, bills.

· Assist with the travel arrangement in liaison with respective unit in ROK.

· Supervision to the drivers, cleaner, casual labours.

· To provide support to implementing partners in the issues related to financial management & project activities handling.

· Assist to implement security measures, drive to MOSS compliance.

· Ensure all safety & security equipment is compliant with UNHCR security requirements.

· Maintains & mange the UNHCR assets register, including yearly certifications.

· Maintain & controls and monitor UNHCR assets per location and custodian lists.

· Check which assets are due to replacing and manage the disposal of such items.

· Support the achievement of programme results by anticipating operational needs, in term of personnel, equipment’s, sub-contracts.

· Ensure that financial, HR transactions are processed in an accurate and timely manner.

· Advises on Human Resource policies and benefits and implements and monitors the office HR policies and systems including performance management.

· Settle invoices and payments over repairs/maintenance, casual labours, cleaning services.

· Focal person for new office establishment and renovation.

· Hotel booking and reservations.

· Provides information, technical advice and guidance on all aspects of financial management including UNHCR polices, rules and procedures, on best practices as necessary in-house as well as with external stakeholders.

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· Keeps office staff personnel abreast of latest developments in Policies and Procedures as this relates including regular reporting of financial information (UNHCR Global Broadcast, Intranet).

· Exchanges relevant information and maintains an open line of communication with colleagues and their supervisors

• Administrative/Finance Tasks:
• Performs personnel work including interpretation and processing of entitlement and maintenance of various personnel records and files Performs personnel work including interpretation and processing of entitlement and maintenance of various personnel records and files Performs personnel work including interpretation and processing of entitlement and maintenance of various personnel records and files Performs personnel work including interpretation and processing of entitlement and maintenance of various personnel records and files
• Performs personnel work including interpretation and processing of entitlement and maintenance of various personnel records and files.‎
• Administer the recruitment of all local staff, conducting/arranging for typing, ‎driving and/or PC tests;‎
• Drafts correspondence related to personnel matters and brief local and ‎international staff of their rights, entitlements and responsibilities.‎
• Prepares and regularly updates the staffing table and prepares reports for timely actions and administrative ‎ follow-ups;‎
• Prepares relevant paperwork dealing with personnel related matters including ‎recruitment, reassignment and/or transfers, ensuring accuracy and that deadline are ‎met
• Acts as focal point for e-PAD (e-PAD Administrator), briefing and sharing ‎information on the subject with all staff and collects, checks and imports the e-PADs of the staff to the relevant software ‎application as one compiled database file, ensuring by this the full compliance with ‎e-PAD requirements
• Provides guidance and training to staff on the e-PAD procedures ‎and guidelines
• Keeps track of the vacant posts and takes action on vacancy announcement, ‎internally and/or externally ensuring that the Job Descriptions have been updated and made available
• Focal point for Medical Evacuations administration for local and international ‎staff, taking necessary actions in line with MEDEVAC rules and procedures
• Focal point for administration of Interns while keeping track of their contractual ‎status
• Ensure timely implementation of cost of living surveys, salary ‎reviews and other surveys related to staff living conditions
• Acting as a zone warden and security focal point
• Acting as a zone warden and security focal point
• Assist in coordination of UNHCR projects, program monitoring, IPs activities to IDPs and other Persons of Concerns (PoC) in Southern Kordofan State
• Compile and submit a duly progress report (narrative with snapshots)
• Assist in tracking and monitoring of the IDPs, returnees and refugees movement
• Assist in conducting financial verification (Desk-Check) in quarterly basis and assist in submission of periodic report
• Assist on the shelter construction and beneficiaries’ selection in liaison with National Mine Centre, Humanitarian Aid Commission, Ministry of Social Development, Kadugli Locality and Ministry of Urban Planning & Public Utilities (Obtaining UXOs/mine free-land certificate, Master plan and land allocation, demarcation process and Conflict free land certificate from the local leaders/native administrative)
• Assist also in coordinating NFIs sector partners efforts to respond the emergencies and address the needs of the IDPs in disaster areas
• Representing the office in the following meetings, Area Security Management Team (ASMT), Area Humanitarian Coordination Team (AHCT), and Inter-agency
• Conduct a financial verification to IPs project activities disbursement and physical inspection to the sites
• To review the financial information and verify that the expenditure is in accordance with the agreed project agreement and recently approved budget to the IPs agreement.

• Undertaken and expected tasks to be carried as Programme Associate (Pillar 1):
• To assist in the preparation & draft of project documents including sub-agreements, project submissions, revisions and translation of project documents if required( under supervision of Assistant Programme Officer)
• To assist in the preparation of payments, vouchers, requisitions according to the needs of vulnerable asylum-seekers, refugees and others of concern and identify assistance as required/recommended by Snr
• Programme Officer
• Assist in preparation of petty cash payments for the amounts less than SDG 250 and track signatures till being handed to finance for payment process
• Assist in the process of Non-PO Payment for the amount less than USD 2,000 and advise the staff on the process
• Assist in the preparation of PO payment for the amount more than USD 2,000 and ensure raising requisition to be approved by Snr
• Programme Officer/Programme Officer in MSRP then sent to supply for PO preparation
• Assist in the preparation of the operational advances charged as suspense account until being cleared with the invoices & receipts and all supporting documents
• Ensure that any discrepancies in the figures being explained by note for the file (NFF)
• Ensure that any payment against contracts approved by local contracts Committee LCC) with the relevant part of the contract such as timeframe, currency, amount limits to avoid over payment
• Make sure that serially tracked items (STI) are being treated as PO payment even though less than USD 2,000 and requisition should be raised referring to IOM-90/FOM-91/2011
• Assist with the preparation of implementing partners instalment payments (copy of instalment plan, IP standard documentation such as IPMFR, verification note)
• To assist of exploring any possible opportunities for mainstreaming UNHCR’s persons of concern into available national services
• To assist with carrying out community outreach meetings and focused group discussions with the refugee community (Needs Assessment)
• To assist with incorporating the specific protection concerns and priorities of UNHCR’s persons of concern in the projects implemented under the operation
• To assist with monitoring UNHCR Sudan implementing partners to oversee programme/projects implementation
• To assist with drafting final statement of achievements (Mid -Year Review such as narrative, indicators, and result framework) toward mobilised/allocated resources volunteers capacities, activities carried by other protection sectors
• Work closely with UNHCR implementing partners to oversee programme implementation and provide inputs for further planning assess the needs & identifying assistance as required
• Assist in conducting regular participatory assessments as part of a multifunctional team using a gender, age and ethnic perspective to fully understand UNHCR population of concern, their protection risk and priorities and the resources available to them
• To assist with maintaining and updating the Programme Unit’s filing system.

• Assist with the assessment during the selection process of Implementing Partners (IPs)of their other capacity to deliver services assistance and protection to UNHCR persons of concern (PoC)
• Assist with monitoring that IP agreements are established for each post
• Prepare project expenditure levels and patterns in relation to the operations plan and signed agreements with partners and implementation rates to track project progress
• Assist with the verification of the financial status of projects by researching files, calculating costs and anticipating expenditures, to that the balance available under each project can be easily monitored
• Bring to the attention of supervisors and programme officers any significant variance at the office level in: budget execution, percentage of project execution, time schedule and quality of projects against specifications or terms and conditions
• Escalate IP issues to supervisors
• Support the verification of project deliverable, execution and quality being in line with contractual terms and conditions
• Maintain contacts with implementing partners for verifying status of accounts and projects records
• Assist in maintaining & updating financial and operational filling records relating to projects
• Performs personnel work including interpretation and processing of entitlement and maintenance of various personnel records and files;‎
• Coordinates the recruitment of all local staff, conducting/arranging for typing, ‎driving and/or PC tests;‎
• Drafts correspondence related to personnel matters and brief local and ‎international staff of their rights, entitlements and responsibilities;‎
• Prepares and regularly updates the staffing table and prepares reports for timely actions and administrative ‎ follow-ups;‎
• Experience (5):
• Organization:, (UNHCR)

· Performs personnel work including interpretation and processing of entitlement and maintenance of various personnel records and files.‎

· Administer the recruitment of all local staff, conducting/arranging for typing, ‎driving and/or PC tests;‎

· Drafts correspondence related to personnel matters and brief local and ‎international staff of their rights, entitlements and responsibilities.‎

· ‎‎Prepares and regularly updates the staffing table and prepares reports for timely actions and administrative ‎ follow-ups;‎

· ‎‎Prepares relevant paperwork dealing with personnel related matters including ‎recruitment, reassignment and/or transfers, ensuring accuracy and that deadline are ‎met.

· ‎‎‎Acts as focal point for e-PAD (e-PAD Administrator), briefing and sharing ‎information on the subject with all staff and collects, checks and imports the e-PADs of the staff to the relevant software ‎application as one compiled database file, ensuring by this the full compliance with ‎e-PAD requirements. Provides guidance and training to staff on the e-PAD procedures ‎and guidelines.

· Keeps track of the vacant posts and takes action on vacancy announcement, ‎internally and/or externally ensuring that the Job Descriptions have been updated and made available.

· Focal point for Medical Evacuations administration for local and international ‎staff, taking necessary actions in line with MEDEVAC rules and procedures.

· ‎‎Focal point for administration of Interns while keeping track of their contractual ‎status.

· ‎‎Ensure timely implementation of cost of living surveys, salary ‎reviews and other surveys related to staff living conditions.

· Acting as a zone warden and security focal point.

· Acting as a zone warden and security focal point.

· Assist in coordination of UNHCR projects, program monitoring, IPs activities to IDPs and other Persons of Concerns (PoC) in Southern Kordofan State

· Compile and submit a duly progress report (narrative with snapshots)

· Assist in tracking and monitoring of the IDPs, returnees and refugees movement.

· Assist in conducting financial verification (Desk-Check) in quarterly basis and assist in submission of periodic report.

· Assist on the shelter construction and beneficiaries’ selection in liaison with National Mine Centre, Humanitarian Aid Commission, Ministry of Social Development, Kadugli Locality and Ministry of Urban Planning & Public Utilities (Obtaining UXOs/mine free-land certificate, Master plan and land allocation, demarcation process and Conflict free land certificate from the local leaders/native administrative).

· Assist also in coordinating NFIs sector partners efforts to respond the emergencies and address the needs of the IDPs in disaster areas

· Representing the office in the following meetings, Area Security Management Team (ASMT), Area Humanitarian Coordination Team (AHCT), and Inter-agency.

· Conduct a financial verification to IPs project activities disbursement and physical inspection to the sites.

· To review the financial information and verify that the expenditure is in accordance with the agreed project agreement and recently approved budget to the IPs agreement.

· Assist the Program Coordinator, Head of Office in processing of staff monthly payroll.

· Preparation and execution of all local payments.

· Maintain a detailed record of the assigned financial transactions.

· Maintain cash and bank ledger.

· Monitor cash advances & field expenses reports.

· Reconcile physical cash in hand and monthly bank reconciliation.

· Review the accuracy and safety of the approved payments and all financial transactions.

· Ensure adequate cash flow for the field operations.

· Ensure the validity of the contracts for rental, vehicles, and facilities.

· Monitor the smooth running of office and operations.

· Check-up water supply system and electricity generating system.

· Monitor day-to-day tasks of the cleaners, cooks, security guards, and drivers.

· Provide and advice to the international recruited staff assigned to the field.

· Collecting & monitor & follow information related to attendance or absence of all staff.

· Make sure staff signs daily attendance sheets.

· Prepare the needed documentation for the monthly contribution to the Social insurance fund & Tax Dept & other relevant authorities.

· On-going liaison with the labor office, social insurance fund, immigration office, tax dept.

· Support project manager in recruitment and registration of new employees.

· Apply to obtain travel permits and other documentation needed for expatriate staff and visitors.

· Assist in supervision of logistician, trainees and cleaners working in the office.

· Assist in managing the filling of all paperwork in the office.

· Liaise with the service providers (electricity, telephones, water etc), to ensure reliable and continuous provision of services.

· Arrange and schedule meetings, workshops and events.

· Translate relevant document EN to AR and verse.

· Make weekly computer backup.

• Under direct supervision of HoO, FAO, performing the following functions:
• Assist the Program Coordinator, Head of Office in processing of staff monthly payroll
• Preparation and execution of all local payments
• Maintain a detailed record of the assigned financial transactions
• Maintain cash and bank ledger
• Monitor cash advances & field expenses reports
• Reconcile physical cash in hand and monthly bank reconciliation
• Review the accuracy and safety of the approved payments and all financial transactions
• Ensure adequate cash flow for the field operations
• Ensure the validity of the contracts for rental, vehicles, and facilities
• Monitor the smooth running of office and operations
• Check-up water supply system and electricity generating system
• Monitor day-to-day tasks of the cleaners, cooks, security guards, and drivers
• Provide and advice to the international recruited staff assigned to the field
• Collecting & monitor & follow information related to attendance or absence of all staff
• Make sure staff signs daily attendance sheets
• Prepare the needed documentation for the monthly contribution to the Social insurance fund & Tax Dept & other relevant authorities
• On-going liaison with the labor office, social insurance fund, immigration office, tax dept
• Support project manager in recruitment and registration of new employees
• Apply to obtain travel permits and other documentation needed for expatriate staff and visitors
• Assist in supervision of logistician, trainees and cleaners working in the office
• Assist in managing the filling of all paperwork in the office
• Liaise with the service providers (electricity, telephones, water etc), to ensure reliable and continuous provision of services
• Arrange and schedule meetings, workshops and events
• Translate relevant document EN to AR and verse
• Make weekly computer backup
• Organization: JASMAR Organization for Humanitarian Security (DCA National Partner)
• City/Country: Kadugli, Southern Kordofan State, SUDAN

· To ensure and assess the social needs & local community well-being.

· Assist in assessing the actual and anticipated needs for school, health units, water supply facilities and support services.

· To ensure the maintenance and enhancement of farming land in farming areas designated for agriculture use (mobilizing local resources).

· To assist in monitoring the local government polices relating to the preservation, protection, restoration and enhancement of the natural environment.

· Assist in planning of the proposed public facilities including schools, parks, and waste treatment and disposal sites (infrastructure).

· Assist in identification of the approximate locations, and the proposed commercial, industrial, institutional, agricultural, recreational and public utility land uses.

· Participate in planning any major roads, sewer and water system.

· Assist in establishing village development Committees (VDC) and mobilizing them to prioritize their needs.

· Assist in mobilizing community and local resources to build up community self-reliance.

Assist in data collection, classification, analyzing for the state ministry strategic plan