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 Dollo Ado 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 demonstrate responsibility and initiative to respond independently to queries with only general guidance. There is a requirement to use judgment in dealing with unforeseen problems on a daily basis. Job holder is expected to manage resources and coach and coordinate a team of support staff, or specific support service(s).
JOB PURPOSE
To coordinate and provide finance, budget and administration support services involving the recording and interpretation of financial and budgetary information to ensure the efficient functioning of the support services and inform decision making.
1. Provide 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. Support the development and implementation of financial policies and procedures, and assist in setup and implementation of proper accounting procedures, systems and internal controls.
3. Monitor the daily cash position in order to optimize the use of surplus cash and maximize returns on investment through the liquidity portfolio.
4. Monitor the centralized registry system in order to process all payments to internal staff and invoices to external suppliers in a timely manner and in accordance with WFP standards.
5. Contribute to the preparation, implementation and monitoring of budgets, monitor expenditure and budget forecasts, to ensure that relevant future funding requirements are met.
6. Co-ordinate with other teams in order to ensure that all financial and administrative services are being performed efficiently and in line with the needs of the wider team.
7. Monitor account balances and process financial transactions in an accurate and timely manner, to avoid the occurrence of an overdraft.
8. Monitor and analyse general ledger accounts in order to initiate and achieve corrective actions.
9. Compile data from the WFP database and systems in order to assist in generating and analyzing financial reports on a monthly basis.
10. Allocate tasks to other support staff, provide guidance and on-the-job training in management of financial resources (e.g. managing the petty cash/sub-imprest account, review and analyse vendor and balance sheet accounts, etc.), to ensure services are delivered consistently and to the required standards.
11. Remain on stand-by and follow standard emergency preparedness practices in order to meet immediate emergency requirements for further service on the job and in the field.
Admin responsibilities:
12. Supervise the maintenance of Sub Office premises including office furniture/equipment and stationary
13. All premises are maintained clean, in good physical conditions, and provide a safe working environment.
14. Ensure an appropriate allocation of office furniture/equipment is done, making periodic and preventive maintenance checks.
15. Liaise with local authorities in regards to all issues related to WFP premises.
16. Supervise the daily operation of the Dollo Ado Guest House
17. Fulfill the duties of the GH manager
18. Supervise and assist in enforcing of GH policies when needed.
19. Ensure access to all utility services is available and all payments are current for all premises in the SO.
20. Develop and maintain reports on units’ key performance indicators ensuring proper monitoring of these.
21. Perform light vehicle management to ensure efficient fuel management and ensure that a general service maintenance is regularly carried out for each vehicle.
22. Perform and assist in any administrative tasks related to FMS management to ensure efficient fuel management and fleet management.
23. 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.
24. Undertake research and perform basic analyses of data, to contribute to the provision of accurate information and effective management of resources.
25. Perform other duties as required.
DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE
initiatives to verify compliance with in-country local laws.
STANDARD MINIMUM ACADEMIC QUALIFICATIONS:
Education: | Completion of secondary school education. A post-secondary certificate in the related functional area. |
Experience: | Six or more years of progressively responsible support work experience in general Administrative work, including at least three years in Finance or other related field. |
Language: | Fluency in both oral and written communication in English. Knowledge of the local language is added advantage. |