Finance and Administration Assistant SC5, Bokhtar (Readvertised)

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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

The job holder is responsible for overall financial and administrative tasks related to Bokhtar field office as well for the support of Programme team in organizing training and seminars according to WFP guidelines, policies, and practices. The job holder ensures that all finance and administrative responsibilities are delivered in timely manner. The job holder will report to the Head of Field Office in Bokhtar.

KEY ACCOUNTABILITIES (not all-inclusive)

• Actively participate in the preparation of annual work plans, and project operational planning.
• Perform a variety of administrative tasks related to project implementation, including screening, and collecting all programme/ project documentation, archiving of project documents.
• Collect, compile, and provide information when required as well as provide assistance and support to programme and project staff in preparation of different presentations, reports, etc.
• Liaise with the Country Office Finance and Admin Unit, counterparts, and other parties in the preparation of contracts, budget, and payments, as tasked by the Head of FO.
• Maintain an appropriate filing financial system documenting the implementation of activities.
• Asset management. Act as Assets Focal Point and conduct the physical count.
• Fleet Management. Supervise drivers, update FMS on a regular basis (Maintenance and fuel entries), assign vehicles through Humanitarian Booking Hub.
• Provide monthly Admin related reports on Fleet and Assets management.
• Stock management. Keep accurate records on stationary and spare parts stock.
• Keep proper records of all related documents and correspondence.
• Monitor the sub-imprest bank and petty cash accounts regularly, to ensure the edequate funds 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.
• Assist in compiling information from various sources in order to prepare reports relating to budgets, accounting, finance and statistics.
• 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.
• Maintain the web-based register for all invoices and payment transfers and record paperwork, to ensure that all documents are maintained and field in compliance with WFP standards and guidelines.
• 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.
• Provide guidance and on-the-job training to other support staff, to ensure services are delivered consistently and to the required standards.
• Verify all supporting documentation for payment requests, disbursement vouchers, Cooperating Partners’ financial reports and other financial documents, when required; ensure timely follow up actions on pre-payment vouchers.
• Provide the accurate information to the Finance and HR Units related to Finance and Admin.
• Make the required travel arrangements, accommodation, venue, and other logistics for workshops, trainings, seminars, etc.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. Bachelor’s degree in Accounting and Finance, Mathematics, Computing, Development and/or Business Administration or other related subjects would be desired.

Experience:

• At least 5 years of progressive experience in administration and finance.
• Demonstrated experience in preparation of financial and admin reports.

Language: Fluency (level C) in English language and Tajik. Fluency in both Tajik and Russian is advantage.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Previous experience of working for international organizations in administration and finance.
• Knowledge of Excel or specialized program for asset management.
• Experience in working for the complex local development programmes is an asset.
• High sense of responsibility, willingness to take initiative, excellent communication skills and team spirit are important assets.
• Affinity with the mandate and role of the United Nations.

OTHER SPECIFIC JOB REQUIREMENTS

• Experience in the usage of computers and office software packages (MS Word, Excel, etc), and knowledge of spreadsheet and database packages.
• Ability to travel within the country.

DEADLINE FOR APPLICATIONS

5 June 2022

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Female Candidates and Individuals with Disabilities are Especially Encouraged to Apply

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.