Job Description
JOB PURPOSE
To support effective delivery of administration and finance support services in the field offices in order to facilitate transparent and efficient utilization of financial resources.
KEY ACCOUNTABILITIES (not all-inclusive)
1. Assist in providing the procedural and technical support to staff within the areas of finance and budget, to ensure compliance with WFP financial policies, rules and regulations.
2. Act as a WFP bank agent for collecting all finances/funds for the field office including petty cash and operational advances.
3. Monitor the petty cash accounts regularly, to ensure that adequate funds are available and appropriately disbursed as well as management of any operational advances to the field office.
4. Verify vendor claims, advances and other receivables and observe appropriate procurement procedures, to ensure that suppliers are paid in a timely manner and in conformance with WFP finance rules and regulations.
5. Assist in compiling information from various sources in order to prepare reports relating to budgets, accounting, finance and statistics.
6. Monitor and record all expenses in line with the approved budget in order to ensure that correct expenditure costs are charged and payments to external suppliers invoices are processed in a timely manner.
7. Asset Management; Management of assets in the duty station through-out the lifecycle of all the assets this involves:
8. Fleet Management;Management of the fleet using the corporate tool FMS in the duty station, responsible for ensuring accurate and proper data input in the system for the efficient management of the fuel consumption, mileage coverage, maintenance cost, driver records to aid in management decision making process
9. Travel Management; Manage the bi-weekly travel plans for the duty stations by compiling the travel plans and from the different units in the sub-office.
10. Accommodation/Guesthouse Management; Manage the accommodation booking requests from guests ensuring that these are actioned within 48 hours using the Accommodation Digital Office corporate tool.
11. Bulk Fuel Management; Responsible of ensuring that proper procedures are adhered to in the receipt of bulk fuel in the duty station. Ensuring all documentation is received and timely forwarded to Nairobi for duty refund applications.
12. Procurement Services and Invoice Processing; Raise WINGS Purchase Requisitions for purchases of duty station assets in line with approved procurement plans and contractual rates for duty station contracted services.
13. Administration and Stores Management and Services;
14. Records and Data Management; Manage the archived documents for the duty station in line with the corporate guidelines ensuring that archived documents are readily retrievable.
15. Perform other related duties as required.
STANDARD MINIMUM QUALIFICATIONS
Education:
At least a Higher/Advanced Diploma in Administration, Finance, Management, Business and Commerce, Development or any other related course. A Degree in the same field and membership in a professional body is an added advantage.
Experience:
Five or more years of progressively responsible work experience in the relative business stream with experience in general administrative work and finance.
Knowledge & Skills:
• Proficient in the use of office equipment and computer software packages, such as Microsoft Word.
• Knowledge of work routines and methods in order to complete processes under minimal supervision.
• Uses tact and courtesy to give and receive information to a wide range of individuals.
• Ability to identify data discrepancies and rectify problems requiring attention.
• Ability to offer guidance or basic on-the-job training to more junior staff.
Language:
• General Service (Headquarters): Fluency (level C) in English language. Fluency (level C) or intermediate knowledge (level B) of another official language may be required depending on the location of the post or area of responsibility.
DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE
• Has experience collecting and monitoring financial data on projects and programmes, assessing financial health and status, and reporting findings to senior leaders.
TERMS AND CONDITIONS
Only shortlisted candidates will be contacted and advance to the next stage of the selection process.
The World Food Programme DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS.
WFP embraces diversity and equal opportunity. We are committed to building a team that celebrates diversity and inclusivity in all ways. All employment is decided on the basis of qualifications and merit.
DEADLINE FOR APPLICATIONS
Applications for this position will close at 11:59 p.m. (East African Time) on 29 September 2021.
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Female applicants and qualified applicants from developing countries are especially encouraged to apply
WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status.
No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.
To apply for this job please visit https://career5.successfactors.eu//career?career_ns=job_listing&company=C0000168410P&navBarLevel=JOB_SEARCH&rcm_site_locale=en_GB&career_job_req_id=149701&_ga=2.268511928.838827190.1632831066-210225663.1632831066