Finance Assistant (Finance & Admin Assistant)

World Food Programme
Location: Doti
Salary: Negotiable
Posted Date: 2018-07-29 Deadline: 2018-08-09
  • Location : Doti
  • Working Position : Entry Level
  • Qualification Degree : -
  • Salary : Negotiable
  • Category : Finance / Administration
  • Nature : Full Time
Job Description

WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles.

Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance.

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

These jobs are found in Country Offices (COs), Regional Bureaux (RBs), and Headquarters (HQ), and report to the Head of Unit, Chief, Finance Officer, or the designate.
At this level job holders are expected to take responsibility for completion of a range of finance/budget related processes and activities requiring some interpretation of standard guidelines/practices. Job holders are 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, budget and administration support services in order to facilitate transparent and efficient utilization of financial resources.

KEY ACCOUNTABILITIES (not all-inclusive)

  • Under the direct supervision of the Head of Sub-office, Doti and the technical supervision of the Finance and Admin focal points in the country office the incumbent will be responsible to:
  • Assist in providing the procedural and technical support to staff within the areas of finance,budget and administration, to ensure compliance with WFP financial policies, rules and regulations.
  • Monitor monthly expenditure forecasts and provide expenditure reports in order to facilitate informed decision-making.
  • Monitor the sub-imprest bank and petty cash accounts regularly, to ensure that adequate funds are 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.
  • 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.
  • Responsible for provision of services such as facilities, asset, travel, fuel and light vehicle management. Assist in the identification of new requirements and report any discrepancies to the supervisor for consistent and timely delivery of services.
  • Assist to ensure the provision of a safe and comfortable working environment for WFP staff.
  • 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.
  • Monitor and record all expenses in line with the approved budget 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.
  • Timely submit Minimum Monthly Closure (MMC) package, cash forecast, SC/SSA staff salary request and petty cash report.
  • Update staff attendance sheet and personnel files for all staffs at location ensuring all the documentation is complete and kept in the respective files.
  • Coordinate effective use of WFP fleet, generators and equipment; update FMS (Fleet management System) and report to CO Admin periodically.
  • Undertake research and perform basic analyses of data, to contribute to the provision of accurate information and effective management of resources.
  • Be a first point of contact for internal queries, to facilitate the provision of efficient and effective resolution of daily issues.
  • Ensure that all WFP assets are recorded in GEMS; ensure upkeep and safety of asset; conduct periodic inventory count and report to CO Admin; identify asset/inventory and any other waste for disposal and advise CO Admin for further action.
  • Assist Head of Sub Office and staff in organizing training, workshops and orientation programmes in line with admin/finance rules and procedures and timely report on the expenditure for such events.
  • Supervise other support staff and provide the necessary guidance and training to ensure services are delivered consistently and to the required standards.
  • Provide inputs to routine methods and practices in own area of work, to support the continuous improvement of services provided.
  • Perform other related duties as required.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.
Language: Fluency in both oral and written communication in English and Nepali.

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

  • Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives.
  • Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor.
  • Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.
  • Make our mission visible in everyday actions: Articulates how own unit’s responsibilities will serve WFP’s mission.

People

  • Look for ways to strengthen people's skills: Trains junior teammates on new skills and capabilities.
  • Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
  • Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work.
  • Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.

Performance

  • Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.
  • Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.
  • Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.
  • Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.

Partnership

  • Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.
  • Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.
  • Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives.
  • Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.


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

OTHER SPECIFIC JOB REQUIREMENTS

Knowledge & Skills:

  • Must be familiar with MS office;
  • Nepali Typing skills is an asset

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

  • At least five years of experience in finance and admin;
  • 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;
  • Knowledge of WFP financial rules and regulations and business is desirable;
  • Good attention to detail in order to identify data discrepancies;
  • Ability to work to deadlines and follow clear instructions.

TERMS AND CONDITIONS

Title: Finance Assisatant (Finance & Admin Assistant)

Contract Type: Fixed Term (FT)

Grade: GS-5

Contract Duration: 1 year (renewable)

Duty Station: Doti

Post: 1 (One)

Nationality: Nepalese only

Only candidates meeting the above requirements are requested to submit an online application by 09 August 2018.

To apply, please visit http://www1.wfp.org/careers/job-openings

Candidates are requested to Create an account in system before applying. Candidate's UN Personal Histoty Form (P11), curriculum vitae (CV) and applications will be registered allowing profile updates, apply for a job through wfp career website.

Only short-listed candidates will be contacted.

Female applicants and qualified applicants from developing countries are especially encouraged to apply

WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status.

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.

Organization Summary

The World Food Programme is the food assistance branch of the United Nations and the world's largest humanitarian organization addressing hunger and promoting food security.

Industry Type NGO / INGO / Social Work
Location Kathmandu
Organization Size 1-10
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