Finance and Administration Assistant G5

Finance & Economy

Overview

Assist in finance and administration support services.

You have:

• Minimum five (5) years of experience in the field of finance and administration.
• A senior secondary school certificate or its equivalent in the field of finance is required.
• Fluency (level C) in English language, both oral and written communication is required.
• Ability to work in a team, while being able to work independently with very little supervision.
• Ability to work with very tight deadlines and manage multiple tasks simultaneously and independently.
• Has experience collecting and monitoring financial data on projects and programmes, assessing financial health and status, and reporting findings to senior leaders.
• Has supported in providing ad-hoc guidance to Junior and new staff members.

TERMS OF REFERENCE

Title of Post: Finance and Administration Assistant G5

Type of Contract: Fixed Term

Unit/ Division: Finance

Duty Station Banjul, The Gambia

Duration: 12 Months

Why work at WFP?

SAVING & CHANGING LIVES ❤

Make a difference, the world will notice.

We are driven by our mission to fight world hunger and feed people’s dreams of a brighter future!

GLOBAL COMMUNITY 🌍

Build bridges that unite people across the world. Being part of a global, diverse and

multicultural community like WFP, will continuously expose you to new ideas and

perspectives.

UNLIMITED POSSIBILITIES 💡

Unlock possibilities you never thought you'd find.

WFP goes anywhere it is needed and does whatever it takes to get the job done.

Join us to make a difference!

JORGANIZATIONAL CONTEXT:

This job is at Country Office level and reports to the Head of Unit, Finance and administration Officer.

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

JOB PURPOSE:

To support effective delivery of finance and administration support services in order to facilitate transparent and efficient utilization of financial resources. Support effective delivery and maintenance of client-focused, value-for money-oriented quality administrative practices.

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

1. Assist in providing 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. Monitor monthly expenditure forecasts and provide expenditure reports in order to facilitate informed decision-making.
3. Monitor the sub-imprest bank and petty cash accounts regularly, to ensure that adequate funds are available and appropriately disbursed.
4. Perform monthly cash and bank reconciliations.
5. 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.
6. Assist in compiling information from various sources in order to prepare reports relating to budgets, accounting, finance and statistics.
7. Check the provision of a range of services, including facilities and light vehicle management, travel, protocol related, etc., maintaining information, to contribute to the provision of a safe and comfortable working environment.
8. Perform administrative duties related to the monitoring and recording of fixed assets, spend on fuel and spare parts for vehicles and generators, to ensure that the databases are accurately updated.
9. 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.
10. 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.
11. Provide guidance and on-the-job training to other support staff, to ensure services are delivered consistently and to the required standards.

OTHER POST REQUIREMENTS (details to be determined by Post Managers):

This section is optional to describe additional responsibilities & knowledge required for the specific job.

WFP LEADERSHIP FRAMEWORK: COMMON STANDARDS OF BEHAVIOUR

Leads by Example with

Integrity

Upholds WFP values, principles, and standards

Demonstrates the WFP values, principles and standards

Respects others and values diversity

Values diversity using respectful and inclusive language

Stays focused and calm under pressure

Stays focused and calm when under pressure

Demonstrates humility and a willingness to learn

Shows humility and a willingness to learn and share knowledge, seeking and acting on feedback, and taking up opportunities to develop

Drives Results and Delivers on

Commitments

Delivers results for maximum impact

Is accountable for the delivery of results

Delegates appropriately

Seeks guidance and support where needed

Adapts readily to change

Adapts readily to change adjusting work as needed

Fosters Inclusive and Collaborative

Is inclusive and collaborative

Promotes teamwork by sharing ideas and openly raising issues

Gives timely and constructive feedback

Gives timely and constructive feedback to others

Builds and shares new perspectives

Listens attentively to others and shares views

Applies Strategic

Thinking

Communicates and

fulfils WFP’s vision

Embraces WFP’s vision and how it impacts their role

Embraces curiosity and new ways of doing things

Shows curiosity and implements new ways of doing things when relevant

Analyses and evaluates data

Gathers data and shares knowledge.

to inform team activities

Considers the impact of decisions

Asks questions to understand the impact of decisions for their objectives

Builds and

Maintains

Sustainable

Partnerships

Builds partnerships.

Acts professionally.

with external partners

Collaborates to deliver common objectives.

Works together with partners to deliver common goals

FUNCTIONAL CAPABILITIES:

Capability Name

Description of the behaviour expected for the proficiency level

Internal Controls & Compliance

Demonstrates basic knowledge of internal controls, risk management, and monitoring mechanisms and their applicability to WFP's critical activities.

Performance Budgeting, Analysis

& Reporting

Demonstrates participation in business planning efforts by developing basic project-level budgets and forecasts, incorporating information from various sources as appropriate to monitor KPIs.

Resource Management

Demonstrates ability to track and compile reports and Field staffing and resource usage on a project-level basis.

Financial Mgmt. & Accounting

Principles

Applies knowledge of financial and accounting principles and practices to ensure compliance with WFP policies, applicable procedures and accounting standards.

Specialised Knowledge in

Administrative Services

Demonstrates a broad or specialist knowledge of administration best practices, techniques and processes, and a good grasp of WFP standards, processes, and infrastructure in area of responsibility; applies this to ensure the provision of efficient and effective administration services.

Supply Chain and Operations

Knowledge

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

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE:

• Minimum five (5) years of experience in the field of finance and administration

• Has experience collecting and monitoring financial data on projects and programmes, assessing financial health and status, and reporting findings to senior leaders.

• Has demonstrated an ability to perform all routine administrative activities in line with WFPs operating standards through day-to-day work.
• Has supported in providing ad-hoc guidance to Junior and new staff members.
• Ability to work in a team, while being able to work independently with very little supervision;
• Ability to work with very tight deadlines and manage multiple tasks simultaneously and independently.

STANDARD MINIMUM ACADEMIC QUALIFICATIONS:

Education:

A senior secondary school certificate or its equivalent in the field of finance is required.

Language:

Fluency (level C) in English language, both oral and written communication is required.

Qualified females are encouraged to apply.

Deadline for submission of applications is 30th October 2023

Only shortlisted candidates will be contacted.

-------- WFP has zero tolerance for any form of discrimination ……

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Potential interview questions

Added 2 years ago - Updated 1 year ago - Source: wfp.org