Business Operations Associate (HR, Finance and Administration)

About JSC
Juba Strategic Consulting (JSC) is a South Sudan-based public health research institution focusing on research excellence and providing culturally sensitive solutions to public health problems using a human-centered approach. We do this by strengthening the capacity of local researchers, partnerships and emphasizing localization. Our approach and system are lean and agile. We recruit passionate individuals and use inclusivity as a lens in our hiring practices, programs, and initiatives. Our goal is to provide a workplace where everyone brings their authentic selves and feels valued and respected for who they are. We strive to provide a welcoming space, a positive experience, and a clear growth path to all while upholding our core values and principles.

Position: Business Operations Associate (HR, Finance and Administration)
Location: Juba, South Sudan
Duration: 6 months with possibility of extension
Start date: April, 2025

Position Overview
As a Business Operations Associate at JSC, you will provides essential operational assistance across administrative, human resources, and financial functions, ensuring the firm’s day-to-day business operations run smoothly and efficiently. Your role will include the following.

Responsibilities

Human Resources

1. Process and verify consultant and enumerator timesheets, while maintaining comprehensive spreadsheets of all personnel including contact information, assignment details, qualifications, and training completion.
2. Create and distribute name tags and ID cards for staff and field personnel, handle document management including filing contracts for enumerators and field supervisors and maintain employee records.
3. Coordinate the full recruitment cycle including posting job openings, screening applications, scheduling interviews, processing new hire paperwork, and preparing orientation materials.
4. Book and coordinate team meetings, training sessions, and project briefings,
5. Organize team-building activities
6. Manage staff deployment logistics including but not limited to booking flights, accommodation, and local transportation in and outside Juba
7. Assist with payroll processing for temporary field personnel, employee time off tracking, and handle basic HR inquiries from both staff and field teams

Finance

8. Manage liquid cash for office operations and field activities, process consultant expense reports, handle finance transfers to field teams, and maintain petty cash records for immediate operational needs.
9. Prepare and send client invoices, track accounts receivable, follow up on outstanding payments, and assist with basic bookkeeping entries while maintaining organized files of all financial documentation for audit purposes.
10. Track project budgets against actual expenses, process check requests and payment authorizations, and ensure all financial transactions comply with company policies and procedures, particularly for field operations.

Administrative

11. Ensure critical organizational documentation is maintained and current including operation certificates, registration certificates, and tax clearance documents, while coordinating timely renewals and compliance requirements.
12. Manage office supplies inventory and procurement, coordinate facility maintenance requests, handle incoming/outgoing mail, and maintain organized physical and digital filing systems for easy access.
13. Coordinate calendars, schedule and take minutes for ad hoc organizational meetings, prepare meeting rooms with necessary materials, and distribute action items to relevant team members for follow-up.
14. Manage reception duties including greeting visitors, answering and directing phone calls, coordinating travel arrangements for consultants, and shipping materials to client and field sites as needed

What You Bring

• Bachelor degree in Business Administration or related field with 2-4 years of experience in an administrative support role, preferably in consulting or research organizations.
• Strong HR capabilities including experience with personnel record management, timesheet processing, and coordinating between office and field staff.
• Basic finance skills including accounting knowledge, expense reporting, cash management procedures, and attention to detail with financial documentation and compliance requirements.
• Excellent administrative abilities including proficiency in Microsoft Office Suite, document management, professional communication skills, and maintaining organizational documentation while managing multiple priorities in a fast-paced environment.
• Demonstrated superb organizational skills; diligent attention to detail and the ability to manage, plan, track tasks and meet deadlines and goals.

How to Apply
If you meet the above criteria, please submit your cover letter, CV through [email protected]. The position will be reviewed on a rolling basis until filled. Only short-listed candidates will be contacted.