Administration and Finance Assistant G5, Basra, Iraq

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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 (WFP) is the world’s largest humanitarian organization, saving lives in emergencies, building prosperity, and supporting a sustainable future for people recovering from conflict, disasters, and the impact of climate change. In 2022 WFP supported 711,635 people in Iraq. Through providing food for vulnerable people, skills to build futures, and enhanced social protection, WFP is helping the Government of Iraq build people’s food security and resilience. For more information, see wfp.org/countries/iraq and ar.wfp.org/countries/iraq.

ORGANIZATIONAL CONTEXT

This position is part of the Admin Unit of the Iraq CO and based in Basra. It reports to the National Admin Officer, has subordinates and the incumbent has functional supervision of part of the work performed by several other WFP staff in Iraq.

BACKGROUND AND PURPOSE OF THE ASSIGNMENT:

Coordinate management of WFP official premises to ensure a Healthy and Safe working environment for WFP staff.

Participate in negotiating the establishment and renewal of lease agreements/MoUs and ensure the corporate facilities management database (ARCHIBUS) is updated with accurate statistical information for Basra Office.

Implement the international Public Sector Accounting Standards through timely recognition of goods and services received by processing their goods receipt notes and service entry sheets for facility services. Adhere to WFP facility standards, terms, and conditions.

JOB PURPOSE

To support effective delivery and maintenance of client-focused, value-for- money oriented quality administrative practices.

To support the effective delivery of finance, budget, and administration support services to facilitate transparent and efficient utilization of financial resources.

The incumbent of this position manages the day-to-day administration and finance activities in Basra. In addition to his/her own task, the incumbent train and supervise the cleaners.

KEY ACCOUNTABILITIES (not all-inclusive)

• Maintain a database of lease agreements and MoUs for Basra Area Office by processing renewals within the stipulated deadline.
• Supervise Site Maintenance staff and ensure all maintenance related activities for office premises are executed in accordance with established procedure, in a timely and cost-efficient manner.
• Perform administrative duties related to the receipt, monitoring, and recording of fixed assets, office supplies, spend on fuel and spare parts for vehicles, to ensure that the databases are accurately updated.
• Act as focal person for Green House Gas Emissions for Basra Office by compiling data on carbon footprint and send it to CO Administration for consolidation into the overall WFP Iraq GHG emissions report.
• Monitor monthly expenditure forecasts and provide expenditure reports in order to facilitate informed decision-making.
• Monitor the petty cash accounts regularly, to ensure that adequate funds are available and appropriately disbursed.
• 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.

• 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.

• Monitor and record all expenses in line with the approved budget 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.

• Assist in compiling information from various sources to prepare reports relating to administration, budgets and finance.
• Adapt and update administrative processes, supporting the implementation of operating procedures, to contribute to the continuous improvement of administration services within the area of responsibility.
• Respond to a range of queries related to the provision of administrative and finance services to support in the resolution of daily issues.
• Perform other duties as and when required.

STANDARD MINIMUM QUALIFICATIONS

Education: Desirable, Bachelor’s degree in IT, Business Administration, Accounting, or another related field. Minimum, completion of secondary school education with specialised training or relevant post-secondary certificate in the related functional area.

Experience: At least 5 years of experience in administration or related area.

Language: Fluency (level C) in English language.

OTHER SPECIFIC JOB REQUIREMENTS

• Supervise the daily activities and functioning of facility.
• Support in other areas apart from Basra Office as required or during absence of Admin Colleagues.
• Demonstrated experience in active labour market policies and programmes.
• Senior level experience of liaising with different line ministries at national and decentralized levels; and donors.
• Experience in the establishment of partnerships with public and private sector actors.
• Experience of managing large multi-agency programmes

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Demonstrated a sound understanding of WFP administrative operating standards and awareness of international humanitarian development issues through day-to-day work.
• Has experience collecting and monitoring financial data on projects and programmes, assessing financial health and status, and reporting findings to senior leaders.
• Provided ad-hoc guidance to new staff members.

TERMS AND CONDITIONS

Position Title**: Administration and Finance Assistant**

Contract Type: Fixed Term

Grade: G5

Duty Station: Basra, Iraq

Salary: Starting at USD 2,151.25 per month.

Medical Plan: Valid medical plan for the staff member, spouse, and dependent's children under 18 years

Annual Leave: 30 working days per annum

DEADLINE FOR APPLICATIONS

Applications close on 24th August 2023

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Qualified women and people with physical impairments are strongly encouraged to apply.

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.