ABOUT WFP
The World Food Programme (WFP) is United Nations frontline agency in the fight against hunger, WFP is continually responding to emergencies. We save lives by getting food to the hungry fast. But WFP also works to help prevent hunger in the future. We do this through programmes that use food as a means to build assets, spread knowledge and nurture stronger, more dynamic communities. This helps com- munities become more food secure. On average, WFP aims to bring food assistance to more than 80 million people in 80 countries.
WFP Ethiopia is working with the Government and humanitarian partners to strengthen the resilience of Ethiopia’s most vulnerable population and to chart a more prosperous and sustainable future for the next generation. The Country Office also supports programmes that use food assistance to empower women, transform areas affected by climate change and keep children in school. It aims to contribute to Ethiopia’s five-year development agenda, the Growth and Transformation Plan (GTP), through which the Government combats food insecurity.
ORGANIZATIONAL CONTEXT
This job is found in WFP Ethiopia Country Office based in Hawassa Sub Office. The Job holder report to the Head of Sub Office, Head of Unit or the designate. At this level job holder is expected to take responsibility for completion of a range of finance/budget related processes and activities requiring some interpretation of standard guidelines/practices. Job holder is able to recommend a course of action to staff at various levels and may allocate tasks to other support staff.
JOB PURPOSE
To support effective delivery of finance, budget and administration support services in order to facilitate transparent and efficient utilization of financial resources.
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. Monitor monthly expenditure forecasts and provide expenditure reports in order to facilitate informed decision-making.
3. Monitor the sub-imprest bank and petty cash accounts regularly, to ensure that adequate funds are available and appropriately disbursed.
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. Retrieve, format and validate information obtained from various financial information systems and bring any discrepancy or inaccuracy to the attention of the supervisor and follow up corrective actions.
7. Perform administrative duties related to the monitoring and recording of fixed assets, spend on fuel and spare parts for vehicles and generators, to ensure that the databases are accurately updated.
8. Maintain the web-based register for all invoices and payment transfers and record paperwork, to ensure that all documents are maintained and filed in compliance with WFP standards and guidelines.
9. 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, cash grants and other supplier invoices are processed in a timely manner.
10. Provide guidance and on-the-job training to other support staff, to ensure services are delivered consistently and to the required standards.
Admin responsibilities:
11. Supervise the maintenance of Sub Office premises including office furniture/equipment and stationary.
12. All premises are maintained clean, in good physical conditions, and provide a safe working environment.
13. Ensure an appropriate allocation of office furniture/equipment is done, making periodic and preventive maintenance checks.
14. Liaise with local authorities in regards to all issues related to WFP premises.
15. Ensure access to all utility services is available and all payments are current for all premises in the SO.
16. Develop and maintain reports on units’ key performance indicators ensuring proper monitoring of these.
17. Perform daily light vehicle management to ensure efficient fuel management and ensure that a general service is regularly carried out for each vehicle. Records and schedules of general service shall be prepared in advance and properly kept.
18. Perform and assist in any administrative tasks related to FMS management.
19. Manage and maintain paper and electronic records within the area of responsibility in accordance with established procedures, to ensure swift and easy data access as required.
20. Undertake research and perform basic analyses of data, to contribute to the provision of accurate information and effective management of resources.
21. Perform other duties as required.
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.
STANDARD MINIMUM ACADEMIC QUALIFICATIONS:
Education: | Completion of secondary school education. A post-secondary certificate in the related functional area. |
Experience: | Five or more years of progressively responsible work experience in finance or other related fields. |
Language: | Fluency in both oral and written communication in English. Knowledge of the local language is added advantage. |
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