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DESCRIPTION
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, color, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status, physical or mental disability.
TERMS AND CONDITIONS
Job Title: Finance and Administration Associate
Type of Contract & Grade: Fixed Term G6
Unit: Finance and Admin
Duty Station: Bahir Dar, Ethiopia
Duration of the assignment: One Year renewable
ABOUT WFP
The World Food Program (WFP) is a United Nations frontline agency in the fight against hunger, continually responding to emergencies. The World Food Program (WFP) is the leading humanitarian organization saving lives and changing lives, delivering food assistance in emergencies, and working with communities to improve nutrition and build resilience. WFP’s efforts focus on emergency assistance, relief and rehabilitation, development aid, and special operations.
WFP Ethiopia is working with the government and other humanitarian partners to strengthen the resilience of Ethiopia’s most vulnerable population and to chart a more prosperous and sustainable future for the next generation. The Country Office also supports programs that use food assistance to empower women, transform areas affected by climate change and keep children in school. It aims to contribute to Ethiopia’s five-year development agenda, the Growth and Transformation Plan (GTP), through which the Government combats food Security.
ORGANIZATIONAL CONTEXT
This job is based in the WFP Ethiopia in Bahir Dar and includes support of Gondar Logistics hub as well. The job holder will operate with minimal supervision work to ensure that Finance and Admin are operational.
The job holder will be heavily involved in the Amhara operation with a continuous engagement to keep the record up to date diligently. The incumbent reports directly to Deputy Head of Amhara Area Office and Head of Sub Office in Bahirdar with technical / matrix reporting to both the Head of Finance and Administration – CO Ethiopia
JOB PURPOSE
To support the delivery on Finance and Admin needs for Amhara saving lives and changing lives operation e.g. stewardship of WFP’s resources, monitoring, budget, forecasting, reporting, on key data, effective management of funds as well as other key projects with a client-focused value for money Finance and Administrative services in line with WFP corporate priorities.
KEY ACCOUNTABILITIES (not all-inclusive)
- Assist and support colleagues, act as a point of referral and support them with their queries related to finance & admin.
- Prepare bank reconciliations statement, disbursements, clearance of receivables, cash advances (for the sub imprest account, cash account, and petty cash account), and monthly financial closures following corporate requirements, ensuring timely submission to the Head of Finance & Administration.
- Provide procedural and technical support to staff within the areas of finance and budget, to ensure compliance with WFP financial policies, rules, and regulations.
- Support the development of sub-office-specific plans and processes, aligned with the Country, regional and wider WFP strategy, policies, and processes to meet the food assistance needs of beneficiaries.
- Support the development and implementation of financial policies and procedures and assist in the setup and implementation of proper accounting procedures, systems, and internal controls.
- Monitor the daily cash position to optimize the use of surplus cash and maximize returns on investment through the liquidity portfolio.
KEY ACCOUNTABILITIES Cont…..
- Monitor the centralized registry system to process all payments to internal staff and invoices to external suppliers promptly and follow WFP standards.
- Contribute to the preparation, implementation, and monitoring of budgets, monitor expenditure, and budget forecasts, to ensure that relevant future funding requirements are met.
- Coordinate with other teams to ensure that all financial and administrative services are being performed efficiently and in line with the needs of the wider team.
- Monitor account balances and process financial transactions in an accurate and timely manner, to avoid the occurrence of an overdraft.
- Monitor and analyze general ledger accounts to initiate and achieve corrective actions.
- Compile data from the WFP database and systems to assist in generating and analyzing financial reports every month.
- Verify resource requirements in the area of responsibility (WFP facilities, assets, light vehicle fleet, etc.), and assist in the identification of new requirements to facilitate efficiency and cost-effectiveness of operations and services.
KEY ACCOUNTABILITIES Cont…..
- Responsible for provision of services such as facilities management, travel, protocol, and light vehicle management related, etc., reporting any discrepancies to the supervisor for consistent and timely delivery of services, to ensure the provision of a safe and comfortable working environment for WFP staff.
- Support the production of various data and compile and prepare reports to contribute to the provision of accurate information for informed decision-making and to support the effective and timely management of WFP resources.
- Contribute to planning, monitoring, and processing administrative actions related to procurement, finance, human resources, etc., including contracts with external vendors to ensure all data is accurately and timely recorded, processed in WFP corporate systems, and any operational issues addressed.
- Adapt and update administrative processes, supporting the implementation of operating procedures, to contribute to the continuous improvement of administrative services in the area of responsibility.
- Answer a range of queries related to the provision of administrative services to support the resolution of daily issues.
- Coordinate the activities of a team of staff working in the area, to ensure individual and team objectives are met in compliance with all relevant regulations, policies, and procedures, and performance plans.
- Provide training and guidance to staff in interpretation of administrative procedures, policies, processes, and use of corporate systems to ensure consistency and efficiency of services provided to all clients.
- Remain on stand-by and follow standard emergency preparedness practices to meet immediate emergency requirements for further service on the job and in the field.
- Allocate tasks to other support staff, provide guidance and on-the-job training in the management of financial resources (e.g. managing the petty cash/sub-imprest account, review and analyzing vendor and balance sheet accounts, etc.), to ensure services are delivered consistently and to the required standards.
- Perform other duties as required.
STANDARD MINIMUM QUALIFICATIONS
Education:
First University degree in Finance, Business/Public Administration, Accounting, Business Management or other relevant fields with six years related experience
Advanced university degree with five years of related work experience or training/courses.
Experience:
6 or more years of experience in finance and administration within UN or international humanitarian sector/organizations
Knowledge and Skills:
- Broad knowledge of Finance and Administration best practices, techniques, and processes with some understanding of the basic theoretical background.
- Ability to analyze data, draw conclusions and recommend a course of action.
- written communication skills required to give and receive information and work with a variety of individuals.
- Ability to establish and maintain effective relationships with clients and provide client-oriented service.
- Skills in assessing financial health and stability of C&V projects and other programming initiatives to verify compliance with in-country local laws.
- Skills in working with auditors and other third-party vendors.
- Knowledge of, or the ability to quickly assimilate UN/WFP specific processes and systems.
Language:
Fluency in both oral and written communication in English and Amharic. Knowledge of other local languages is an added advantage.
4Ps CORE ORGANISATIONAL CAPABILITIES
Purpose
- Understand and communicate the Strategic Objectives: Coaches team in the most effective ways to communicate WFP’s Strategic Objectives to WFP team and partners in the field.
- Be a force for positive change: Implements new methods or tools to improve team’s work processes and productivity.
- Make the mission inspiring to our team: Maps team’s activities and tasks to specific successes in beneficiary communities to showcase positive impact.
- Make our mission visible in everyday actions: Explains to teammates how each unit contributes to the overall WFP mission.
People
- Look for ways to strengthen people’s skills: Identifies skill development opportunities such as training modules or on-the-job experiences for self, colleagues, and direct reports.
- Create an inclusive culture: Facilitates team-building activities to build rapport in own unit.
- Be a coach & provide constructive feedback: Facilitates the pairing of junior colleagues with coaches within own team.
- Create an “I will”/”We will” spirit: Proactively anticipates potential challenges and develops mitigation plans to ensure that team meets goals and targets.
Performance
- Encourage innovation & creative solutions: Identifies opportunities to be creative in their work and to help the team be more innovative and accurate in their respective tasks and areas of work.
- Focus on getting results: Monitors team’s deliverables and provides feedback to ensure outcomes are delivered consistently and accurately.
- Make commitments and make good on commitments: Provides accurate guidance to team on expected responsibilities and tasks, whilst also upholding own commitment to the team.
- Be Decisive: Sets an example and provides guidance to junior team members on when to escalate issues when faced with challenging issues in the workplace or the field.
Partnership
- Connect and share across WFP units: Facilitates partnerships with other WFP units to accomplish missions in the field.
- Build strong external partnerships: Sets an example and provides guidance to the team on how to build relationships with external partners.
- Be politically agile & adaptable: Articulates to colleagues or direct reports the value of contributing to other WFP teams and agency partnerships in fulfilling WFP’s goals and objectives.
- Be clear about the value WFP brings to partnerships: Organizes, monitors, and prioritizes own and team’s efforts to ensure that they will fulfill the needs of internal and external partners.
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FUNCTIONAL CAPABILITIES
Capability Name Description of the behavior expected for the proficiency level
Business Support Services & Reporting Applies a strong ability to identify country-level requirements and develop customer-focused solutions and action plans. Communicates data-based findings in a highly impactful way that is tailored to the audience.
Internal Controls & Risk Management Utilises understanding of risk management approaches and internal controls to monitor projects and programs to confirm regulatory compliance, ensure data integrity and ensure client satisfaction.
Resource Management Monitors trends in staffing and resource usage to anticipate and escalate potential issues to program leaders and key clients.
Specialized 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 the area of responsibility; applies this to ensure the provision of efficient and effective administration services.
Customer Focus Monitors and supervises administrative work against the established standards and protocols for service excellence. Ensures that customer problems are identified and resolved.