Associate for Grant Management (Finance/Admin/Budget) SC6

The 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.

JOB TITLE:

Associate for Grant Management (Finance/Admin/Budget)

TYPE OF CONTRACT:

Service Contract (SC6)

Six months full-time, with possibility for extension, funding permitting

UNIT/DIVISION:

Programme

DUTY STATION (City, Country):

Bishkek, Kyrgyzstan

BACKGROUND

Currently designing the next 5-year-plan, WFP contributes to the objectives of the UNDAF/UN Cooperation Framework and the work of the United Nations in the Kyrgyz Republic with its current Country Strategic Plan for 2018–2022 and also the next 5-year-plan. Both have a Strategic Outcome pillar (SO3) that adopts an integrated climate risk management approach to strengthen the capacities of vulnerable communities and governments to analyse, anticipate, manage and prepare for current and future hazards and their impacts on food and nutrition security, while supporting longer-term adaptation to climate change.

Under SO 3, WFP in coordination with the Government of the Kyrgyz Republic is currently working in numerous projects. One of them is a Green Climate Fund (GCF) supported 4-year project titled "Climate services and diversification of climate sensitive livelihoods to empower food insecure and vulnerable communities in the Kyrgyz Republic" which aims to reduce vulnerabilities to climate change and increase the adaptive capacity and resilience of rural communities. Activities within this project include promoting climate change adaptation actions at the community level, generating and providing critical knowledge, awareness, and best practices to inform broad-based capacity building and improved decision making.

SO 3 also aims to strengthen and upscale Disaster Risk Management (DRM) activities of vulnerable communities by supporting informed, coherent, gender- and nutritious- sensitive local adaptation, enabling the environment for risk financing and build-back-better mechanisms to climate-proof the food systems and guarantee food security under the following components:

• Enhance the understanding of climate risks and vulnerabilities
• Strengthen the resilience and climate change adaptation at community level
• Elaboration and coordination of risk transfer mechanisms and regulatory and practical instruments for the introduction of private sector led disaster risk insurance programmes
• Enhance disaster preparedness and "Build Back Better" for effective DRM.

PURPOSE OF THE ASSIGNMENT

The above-described initiatives require enhanced capacity at the country office level to manage funds in line with donor and reporting requirements. The Associate for Grant Management (Finance/Admin/Budget) will support effective delivery of finance, budget and administration support services in order to facilitate transparent and efficient utilization of financial resources, maintenance of client-focused, value-for-money oriented quality administrative practices under the programme unit SO3.

Supervision received: The Associate for Grant Management will be based in the WFP Kyrgyzstan Country office, Bishkek, and have a dual reporting line, to be supervised by the Outcome Manager SO3, with the day-to-day deliverables closely coordinated with the Activity Managers in the Outcome, and the Budget and Programming Officer, responsible for the technical oversight. The Associate for Grant Management (Finance/Admin/Budget) will also frequently interact with Specialists in Policy/Partnerships, in Research, Analysis and Monitoring, in Finance, in Supply Chain and other support functions, based both in Bishkek and Osh offices as well as field locations, and will interact also with experts in WFP’s Reginal Bureau and HQ.

KEY ACCOUNTABILITIES (not all-inclusive, nor exhaustive):

1. Review budget plans, monitor and analyse project financial performance and make recommendations in compliance with WFP financial policies and procedures and best practices, to support financial analysis and optimisation of resources.
2. Provide comprehensive analysis on fund and grant balances identifying surpluses and deficits, and suggest corrective measures, to support maximum fund utilization and decision-making process.
3. Support pipeline management ensuring efficient monitoring, to prevent and address pipeline breaks and maximise operational effectiveness.
4. Contribute to the improvement of internal processes, enhancement of corporate systems and design of tools, to facilitate the overall planning, expenditure forecasting, and budget management and monitoring of resource utilisation.
5. Enter project budget plans and revisions in the corporate systems, to ensure data is timely and accurately captured enabling easy access to information and supporting planning and decision-making.
6. Review, compile and analyse data, maintain accurate records and files and prepare periodic and ad hoc reports, to support accuracy and efficiency of information presented to internal and external stakeholders.
7. Maintain communication with a number of stakeholders regarding project funds management matters and related processes, to clarify any discrepancies and optimise use of funds.
8. Provide guidance to other support staff and contribute to their learning and development in budget planning, fund management and operational planning, to facilitate continued development and consistency in services delivered.
9. Follow standard emergency preparedness practices, to ensure WFP is able to quickly respond and deploy needed resources to affected areas at the onset of the crisis.
10. Other as required.

OTHER SPECIFIC JOB REQUIREMENTS

11. Assist in providing the procedural and technical support to staff and Cooperating Partners within the areas of finance and budget (for all stages of the project cycle), to ensure compliance with WFP financial policies, rules and regulations.
12. Monitor monthly expenditure forecasts and provide expenditure reports in order to facilitate informed decision-making.
13. 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.
14. Verify Cooperating Partner (CP) reports, vendor claims, advances and other receivables and observe appropriate procurement procedures, to ensure that CPs/suppliers are paid in a timely manner and in conformance with WFP finance rules and regulations.
15. Compile information from various sources and prepare reports relating to budgets, accounting, finance and statistics.
16. 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.
17. Maintain the 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.
18. 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.
19. Provide guidance and on-the-job training to CPs staff, other programme and support staff, to ensure services are delivered consistently and to the required standards. Update reporting SOPs for CPs (when required), conduct and document lessons learnt with CPs to ensure continued improvement on financial reporting.
20. Support Programme Unit (from administrative and logistical point of view) in planning, preparing for, organizing and reporting on the meetings, seminars, workshops, other events.
21. Act as focal point for NFI procurement for Programme unit.
22. Be a first point of contact for internal queries related to finance and admin matters under Programme unit, to facilitate the provision of efficient and effective resolution of daily issues. Ensure constant and effective communication between Programme and finance units primarily, as well as with other CO units.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE:

• Has supported the preparation and management of budgets.

• Has assisted with the monitoring of budgets/resource plans/pipelines/supply chains.

• Has assisted with budget/allotment related issues within the WFP budget system.

Functional Capabilities (Knowledge & Skills):

Internal Controls & Compliance: Utilizes understanding of risk management approaches and internal controls to monitor projects and programmes to confirm regulatory compliance and ensure data integrity.

Performance Budgeting, Analysis & Reporting: Analyzes budgets and forecasts to support the development of

recommendations for senior leadership on financial and business planning matters in accordance with Value for Money principles.

Resource Management Monitors trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders.

Performance Management Displays sufficient understanding of WFP performance management system to

gather relevant and accurate information from internal and external sources for inputs to monitoring and/or evaluation processes.

Supply Chain and Operations Knowledge Demonstrates basic understanding of WFP programme, implementation, and supply chain principles (including project modalities & structures).

Education: Completion of secondary school education. A post-secondary certificate in the related functional area. Training (incl. at university) Finance, Business Administration, or similar is an advantage.

Language: Fluency (level C) in both oral and written communication in English and in the duty station’s languages (either Russian or Kyrgyz, both considered an asset).

TALENTED WOMEN ARE ENCOURAGED TO APPLY

We look for applicants with the highest integrity and professionalism who share our humanitarian values. We commit to promote diversity, gender parity and equality between men and women.

WFP is committed to diversity and inclusion within its workforce, and encourages all qualified candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organisation.

WFP strives to build a work environment that is safe and respectful, and free of sexual harassment and abuse of authority. We believe in open communication, and every individual at WFP is treated with respect regardless of gender, age, ethnicity, religious and political beliefs, etc.

Closing date: 5 July 2022

This position is open ONLY to Kyrgyz citizens or those authorized to live and work in the Kyrgyz Republic according to national regulations. Applicants who do not meet this criterion will not be considered for this position.

WFP does not charge any fees at any stage of its recruitment process.

Only candidates who are short-listed will be contacted.