Organization: WFP – World Food Programme
Location: Nairobi
Grade: Administrative support – Administrative Services and Support – Generally no need for Higher Education
Occupational Groups:
Operations and Administrations
Administrative support
Banking and Finance
Closing Date: 2024-05-20
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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 role holder will report to the Head of Field Office. At this level job holders are expected to demonstrate responsibility and initiative to respond independently to queries with only general guidance. There is a requirement to use judgment in dealing with unforeseen problems on a daily basis. Job holders are expected to manage resources and coach and coordinate a team of support staff, or specific support service(s).
JOB PURPOSE
To coordinate and provide finance, budget and administration support services involving the recording and interpretation of financial and budgetary information to ensure the efficient functioning of the support services and inform decision-making.
KEY ACCOUNTABILITIES (not all-inclusive)
1. Staff Guidance and Supervision.
Responsible for the guidance and supervision of drivers ( currently 3 but may increase) in the finance and admin team, ensuring that the respective work assignments are performed proficiently and ensuring that as support unit client needs are addressed in a timely and efficient manner.
Conduct spot checks to assess how the staff are performing their respective duties.
Evaluate the staff performance and address coaching and training where necessary.
2. Asset Management.
Management of assets in the duty station through-out the lifecycle of all the assets this involves:
Manage resources by planning the asset needs of the office and develop procurement plans and prepare the budgets.
Physical Count: Oversee and Participate in conducting this exercise annually.
Organize disposal of assets in the duty station as applicable, prepare documentation for presentation to LPSB.
Sensitize staff in the duty station on the procedures, rules and regulations for management and care of asset in their custody.
3. Fleet Management, Supervision of Drivers, and Travel Management.
Transport Manager for the Field Office.
Supervisory responsibility to conduct audit checks on the mileage and fuel records for the vehicles in the duty station for accuracy and monitor their performance in terms of fuel consumption, maintenance and other related costs for each vehicle in their stations.
Assign driver duties in a transparent and uniform manner and manage the drivers’ trip/duty record.
Manage the performance and evaluation of drivers under their supervision.
Review the bi-weekly office travel plans for the duty station and certify for approval by the Head of Field Office (HoFO), then use the approved travel plans to facilitate transport and assign drivers duties as per request in the humanitarian hub
Ensure accuracy in the WINGS Trip documents prior to release by approving officer.
4. Office and Guesthouse Management.
Generate invoices for guests prior to check-in from the Accommodation Digital Office and receive payments.
Generate and prepare monthly reports on occupancy and expenditures as recorded in the accommodation digital office.
Conduct quarterly and annual assessments on status of premises. Ensure premises are well maintained, ensuring timely repairs.
5. Contract Management.
Ensure that service providers perform the contracted services, as stipulated in the contracts and compile with the terms and regulations of the contracts.
Evaluate the performance of the local service providers and give recommendation for management decision making on contractual issues, address and document/report on service inefficiencies and escalate issues as appropriate to Head of Field Office.
Manage internal and external client administrative complaints, providing efficient and effective resolutions where possible and escalating to the Head of the Field Office as applicable.
6. Corporate System Tools and Administrative Guidance.
Provide training and continue guidance on the different administrative functions procedures and rules to staff in the field office to enhance compliance.
Provide training and guidance on the corporate tools used in the management of administrative services, such as FMS, Humanitarian Hub for Guesthouse and Transport Bookings, WINGS, GEMS.
Supporting in updating the corporate tools with respective office data ensuring compliance.
Ensuring that the corporate tools are used efficiently in the performance of duty as the data in the systems is critical for management in making informed decisions that affect the field office resources and are also important for internal controls.
7. Environmental Management Systems.
Join the EMS Working Group
Familiarize with WFP’s Environmental Policy and the basic concepts of EMS in general and champion the implementation of sound environmental changes within the duty station in various aspects such as waste management, change of utilities such as lighting to LED lights, change management of staff to being environmental conscious ensuring lights and air conditioners are switched-off when not in use, aimed at protecting the environment and minimizing WFPs carbon footprint.
Provide annual Green House Gas (GHG), Water and Waste Management data for the respective duty station.
8. Financial Management
Extract data from various sources in financial and accounting systems and prepare monthly reports.
Respond to accounting, budget or financial queries regarding data from staff in the field office and elsewhere in the programme.
Ensure correct coding and posting of expenses in WINGS using the correct activity codes.
Prepare budget v/s actual report for the field office and share with the head of field office and a copy sent to Nairobi on a monthly basis.
Assist in the preparation of the field office budget and monitoring the same.
Provide monthly financial reports on guest houses (revenue and expenditure)
9. Petty Cash Management
Perform petty cash reconciliations and submit reports to Nairobi by the 3rd of the following month for MMC compilation.
Ensure individual petty cash transactions should not exceed USD 200.
Ensure supporting documents should be obtained for all expenses.
Petty cash book should be updated on a daily basis.
Weekly cash counts performed by petty cash holder and reconciled to wings records.
Petty cash replenishment requests should be supported by a summary of all the vouchers (cashbook),
Replenishments are made to petty cash in the exact amount of any expenditures in order to re-establish the cash float to the exact amount of the approved advance.
10. Internal Controls
Review the accommodation register to verify details of guests who have stayed at the guesthouse v/s payments.
Monitor fuel utilization and prepare fuel reconciliation reports.
Review and reconcile vendor statements on a regular basis to ensure invoices received and payments made have been properly processed.
Ensure that the office safe is properly managed.
Miscellaneous deposits such as guest house receipts should not be co-mingled with petty cash funds.
11. Journal Vouchers
Park JV`s to charge accommodation to staff as per WFP policy (Residents & Guests)
Park the petty cash journals on a weekly basis.
STANDARD MINIMUM QUALIFICATIONS
Education:
Completion of a post-secondary certificate in the related functional area is desirable. An advanced Diploma in Finance, Accounting or in the related field is also desirable. A Degree in the same field and membership in a professional accountancy body is an added advantage.
Experience:
Five or more years of progressively responsible work experience in the field of Finance and Administration.
Language:
Fluency in English language in both oral and written communication.
Knowledge and Skills
Proficient in the use of office equipment and computer software packages, such as Microsoft Word.
Knowledge of work routines and methods in order to complete processes under minimal supervision.
Uses tact and courtesy to give and receive information to a wide range of individuals.
Ability to identify data discrepancies and rectify problems requiring attention.
Ability to offer guidance or basic on-the-job training to more junior staff.
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).
TERMS AND CONDITIONS
Type of Contract: Service Contract
Duty Station: Nairobi, Kenya
Contract Duration: 01 Year
Kindly note; Only shortlisted candidates will be contacted and advance to the next stage of the selection process.
The World Food Programme DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS.
WFP embraces diversity and equal opportunity. We are committed to building a team that celebrates diversity and inclusivity in all ways.
All employment is decided on the basis of qualifications and merit.
DEADLINE FOR APPLICATIONS
Applications for this position will close at 11:59 p.m. (East African Time) on 20 May 2024.
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WFP has a zero-tolerance approach to conduct such as fraud, sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to WFP’s standards of conduct and will therefore undergo rigorous background verification internally or through third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Misrepresentation of information provided during the recruitment process may lead to disqualification or termination of employment
WFP will not request payment at any stage of the recruitment process including at the offer stage. Any requests for payment should be refused and reported to local law enforcement authorities for appropriate action.