Finance & Administration Officer, International Consultant

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.

Why Join WFP in Sierra Leone?

Based at Freetown, lead and supervise the WFP Sierra Leone Country Office (SLCO) Finance, Administration and Human Resources Units. SLCO has a staff of 120 with main office at Freetown and two Sub-Offices at Makeni and Kenema. SLCO Country Strategy Plan (CSP) that covers a five year period 01 January 2020 to 31 December 2024 is currently undergoing a Budget Revision and is valued at US$94.2 million over the period and intended to support 1.16 million beneficiaries. The Officer should have the capacity to discern, analyze information from operations and prepare regular reports to Management – enabling planning and decision-making. The Officer is expected to participate and effectively contribute to various SLCO Governance and Operations Committees. The Officer will be expected to effectively represent SLCO at forums with other UN agencies especially with the UN Operations Management Team on issues of common interest. The position requires a robust Customer-Oriented approach. More information on WFP Sierra Leone at link: https://www.wfp.org/countries/sierra-leone.

What will you do?

A. FINANCE FUNCTION

Supervise the SLCO Finance team staff led by a National Finance Officer undertaking the following functions

1. Apply WFP corporate -Financial management strategies to SLCO operations. Participate in key programmatic initiatives and embedding value for money in these initiatives through advice on financial assessment, reporting and accounting.

2. Liaise closely with SLCO’s Budget and Programming function to ensure resources are managed and reported upon.

3. Ensure Finance Unit staff undertake regular visits to Sub-Offices for support as well as compliance reasons.

4. Lead on the delivery of accurate financial reporting and analyses in accordance with IPSAS, ensuring accuracy, deadlines and compliance with accounting processes and corporate governance requirements.

5. Provide financial assessment of partners, financial service providers, and other entities as needed, providing conclusions to management to enable them to make informed decisions and minimize financial risk to the organization. Perform health and spot checks of Cooperating Partners

6. Support with the design, implementation, monitoring and analysis of budgets for new and ongoing projects according to the established corporate procedures and requirements.

7. Ensure that bank reconciliation, disbursements, clearance of receivables, overall cash management and monthly financial closures are performed regularly and in accordance with corporate requirements. Issue monthly financial report to CO management.

8. Monitor and analyze financial and accounting data, identifying and forecasting trends, anomalies or issues, and proposing solutions to management with regards to status of budgets, availability of funds, programme effectiveness and financial viability.

9. Identify and develop improvements to policies, systems and procedures in order to improve the efficiency and effectiveness of operations, minimize risk, and ensure services are aligned with business objectives.

10. Coordinate and deliver financial controls and insight into WFP performance, undertaking periodic risk and internal control assessments to identify areas which may present potential audit, compliance or financial risks.

11. Lead a team of finance staff, establishing priorities and work plans, monitoring progress, and providing coaching, training and guidance to ensure appropriate development and enable high performance.

12. Ensure regular meetings with banks, financial services providers and other partners or entities as may be required. Represent Finance in internal committees such on Contracts Committee, Assets as well as Staff-related.

13. Contribute to preparedness actions such as early warning, risk analysis and contingency planning and make recommendations. Participate and actively contribute to Audit and Compliance-related reviews and responses. Periodically monitor the management of risks and report on any action taken.

14. Work closely with WFP Dakar Regional Bureau and WFP Rome Headquarters on various ongoing finance function automation initiatives.

15. Supervise Cash-based Transfers interventions in the COs and ensure financial assessments, MaFA, FCA, MiFA and Due Diligence exercise is carried out timely and updated regularly. Act as a reliable partner of Programme, Supply Chain and TEC in CBT programme designs and implementation.

B. ADMINISTRATION FUNCTION

Supervise the SLCO Administrative staff led by a National Officer in a range of functions including the below:

16. Ensure effective and efficient delivery of the following admin-related functions: (a) Travel Management, (b) Tenure and Leases, (c) Assets Management, (d) Light Vehicle and Drivers Management, (e) Power generation and Fuel Management, (f) Premises Cleaning services, (g) Provision of utilities such as mains electricity power supply, potable water, sewerage and garbage collection, (h) CCTV, Fire Systems alarms and precautions, (i) Staff Immigration/emigration-related Protocol services. (j) Stationery and Office supplies management, (k) Management of Admin procurement within the delegated values, (l) Provision of duty of care services to all WFP SLCO employees. (j), Collaborate with HQ/Regional Bureau on Occupational Safety and Health, (m) Implement the corporate Environmental Management System and initiate Environmental Sustainability projects with support from the regional bureau, (n) Participate to the design and implementation of the UN Reform efficiency agenda and its pillars on Business Operations Strategy (BOS), Local / Common Back Office (LSSC / CBO), Common Premises (CP), Global Shared Service Centre, (o) Manage office space occupancy and drive the hybrid working model.

17. Develop annual plans, contribute to longer term strategies and improvements to policies, systems and procedures to ensure services provided support WFP strategic objectives and are in compliance with corporate policies, standards, regulations and processes.

18. Supervise sub-ordinates to ensure compliance of all SLCO services provided with the corporate practices – specifically: (a) Tenure for all WFP managed facilities is up-to-date, (b) All SLCO Travel Management aligned with WFP guidance, (c) Assets management practices yield accurate reports. (d) Best Practices are applied on Light Vehicle Fleet

19. Contribute to preparedness actions such as risk analysis, and contingency planning, monitoring the management of risks and reporting on actions taken.

20. Work closely with WFP Dakar Regional Bureau and WFP Rome Headquarters on various administrative function automation initiatives.

21. Perform as designated CO’s Focal Point on WFP Occupational Health and Safety matters

22. Collaborate with Regional Bureau to actively participate in and contribute to HQ and Regional Bureau various demands and initiatives, at the same time providing timely feedback to ensure SLCO interests are safeguarded

23. Develop reports and dashboards as managerial tools and foundation for planning and decision making

C. HUMAN RESOURCES FUNCTION

Supervise Country Office’s Human Resources (HR) function that’s currently staffed by a Human Resources Associate on the activities below:

24. Support managers with sourcing, recruitment and onboarding of staff as per established guidance

25. Provide advice to managers and employees on HR related issues, understanding their needs and ensuring that HR policies, procedures, processes, systems and tools are available and correctly applied to support them.

26. Ensure the effective management of the employment relationship between WFP and its staff, determining conditions of service, contracts and appropriate entitlements. Liaise closely with Dakar Regional Bureau and WFP Headquarters in resolving more complex employee relations issues.

27. Manage training and capability building efforts, working with managers to understand individual skills and business requirements, and delivering development solutions which equip people with the skills and knowledge required to meet current and future challenges.

28. Support Staff and Supervisors on performance management matters.

29. Monitor the accurate and compliant recording of data; coordinate and prepare timely corporate statistics

Minimum Qualifications:

Education: University degree with relevant experience and advanced training/courses in Finance.

Experience: The incumbent should have at least six years of postgraduate professional experience as a Finance Officer. Prior experience in handling Administrative and Human Resources functions preferred.

Language: Proficiency in oral and written communication in English.

Terms and Conditions:

Contract Duration: 11 months (initial)

Duty Station: Freetown – Sierra Leone

Application Instructions:

Interested and qualified candidates are requested to submit online applications through E-Recruitment.

Applications that do not meet the above requirements will be disregarded. Only shortlisted candidates will be contacted.

DEADLINE FOR APPLICATIONS: 08 April 2022

All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.