Admin and Finance Assistant, Service Contract 5, Based in Gondar

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WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.

ABOUT WFP

The United Nations World Food Programme is the world's largest humanitarian agency fighting hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need.

ORGANIZATIONAL CONTEXT

This job is found in Gonder Sub Office. The Job holders report to a Head of Unit, Administration Officer, or the designate.

At this level job holders are expected to take responsibility for completing a range of processes and activities requiring some interpretation of standard guidelines/practices. Job holders are able to recommend a course of action to staff at various levels and may allocate tasks to other support staff.

JOB PURPOSE

To support the delivery on Finance and Admin function needs for Gondar Sub-Office saving lives and changing lives operation e.g. stewardship of WFP’s resources, monitoring, budget, forecasting, reporting, on key data, effective management of funds as well as other key projects with a client-focused value for money Finance and Administrative services in line with WFP corporate priorities.

KEY ADMIN RESPONSIBILITIES (not All-inclusive)

• Verify resource requirements in the area of responsibility (WFP facilities, assets, light vehicle fleet, etc.), and assist in the identification of new requirements to facilitate efficiency and cost-effectiveness of operations and services.
• Responsible for the provision of services such as facilities management, travel, protocol, and light vehicle management related, etc., reporting any discrepancies to the supervisor for consistent and timely delivery of services, to ensure the provision of a safe and comfortable working environment for WFP staff.
• Support the production of various data and compile and prepare reports to contribute to the provision of accurate information for informed decision-making and to support the effective and timely management of WFP resources.
• Contribute to planning, monitoring, and processing administrative actions related to procurement, finance, human resources, etc., including contracts with external vendors to ensure all data is accurately and timely recorded, processed in WFP corporate systems, and any operational issues addressed.
• Adapt and update administrative processes, supporting the implementation of operating procedures, in order to contribute to the continuous improvement of administrative services in the area of responsibility.
• Answer a range of queries related to the provision of administrative services in order to support the resolution of daily issues.
• Coordinate the activities of a team of staff working in the area, to ensure individual and team objectives are met in compliance with all relevant regulations, policies, procedures, and performance plans.
• Provide training and guidance to staff in the interpretation of administrative procedures, policies, processes, and use of corporate systems to ensure consistency and efficiency of services provided to all clients.
• Perform other duties as required

KEY FINANCE RESPONSIBILITIES(not all-inclusive)

• Provide professional services for the effective delivery of the Office's financial services. Administer day-to-day financial operations ensuring full compliance with financial rules and regulations, policies, procedures, and applicable standards and integrity and consistency of data in all financial transactions, recording, and reporting
• Assist in the management of financial operations and accounting services covering responsibilities for accounts payable, accounts receivable, approval of payments, accounts reconciliation, billing, monthly closing of accounts, forecasting, year-end closing of accounts
• Coordinate preparation of operating budgets, review budget submissions, review, and process requests for budget revisions, monitor expenditures against allocations, and analyze variances. Liaise with concerned managers to strengthen budget management and take corrective actions, when required
• Review sub-imprest bank accounts and petty cash accounts regularly. Perform timely review of cash position for local accounts to ensure that adequate funds are available for disbursements. Initiate and coordinate bank transfers for effective approval and settlement of relevant transactions. Prepare monthly cash flow forecasts
• Monitor monthly expenditure forecasts and provide expenditure reports in line with the approved budget to facilitate informed decision-making
• Perform bank reconciliations, disbursements, clearance of open items, overall cash management, and monthly financial closures regularly following corporate requirements
• Ensure proper maintenance of vendor accounts, timely clearance of outstanding advances, and other receivables in adhering to WFP finance rules and regulations
• 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
• Follow-up on internal and external audit recommendations implementation
• Provide guidance and on-the-job training to staff within the areas of finance and budget
• Coordinate with other teams to ensure that all financial and administrative services are being performed efficiently and in line with the needs of the wider team.
• Assist and support colleagues, act as a point of referral and support them with their queries related to finance & admin.
• Coordinate with other teams to ensure that all financial and administrative services are being performed efficiently and in line with the needs of the wider team

STANDARD MINIMUM QUALIFICATIONS

Education First university degree in Finance, Business Administration, Accounting, Business Management, or other relevant fields with three years of related experience Experience 3 or more years of experience with a university degree in finance and administration within the UN or international humanitarian organizations or 5 years or more in general administration with secondary education Knowledge And Skills

• Broad knowledge of Finance and Administration best practices, techniques, and processes with understanding of the basic theoretical background.
• Ability to analyze data, draw conclusions and recommend a course of action.
• written communication skills required to give and receive information and work with a variety of individuals.
• Ability to establish and maintain effective relationships with clients and provide client-oriented service.
• Skills in working with auditors and other third-party vendors.

Language Fluency in both oral and written communication in English and Amharic.

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

• Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives.
• Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor.
• Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.
• Make our mission visible in everyday actions: Articulates how own unit’s responsibilities will serve WFP’s mission.

People

• Look for ways to strengthen people's skills: Trains junior teammates on new skills and capabilities.
• Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
• Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work.
• Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.

Performance

• Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.
• Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.
• Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.
• Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.

Partnership

• Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.
• Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.
• Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives.
• Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.

DEADLINE FOR APPLICATIONS

23 January 2023

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WFP has a zero-tolerance approach to conduct such as fraud, sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to WFP’s standards of conduct and will therefore undergo rigorous background verification internally or through third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Misrepresentation of information provided during the recruitment process may lead to disqualification or termination of employment

WFP will not request payment at any stage of the recruitment process including at the offer stage. Any requests for payment should be refused and reported to local law enforcement authorities for appropriate action.