World Food Programme Finance Assistant Job in Kenya

Vacancy Announcement WFP/37/11

Deadline for application: 7 September 2011

This Vacancy is open to male and female candidates.

Qualified female candidates are particularly encouraged to apply.

Job Title: Finance Assistant (with admin. duties)

Post Grade: Service Contract equivalent to G5

Duty Stations: Eldoret and other duty stations

Purpose: To provide Finance and Administration support in non programme areas and be the focal point for finance, administration, human resources and procurement functions.

Accountabilities: Under the direct supervision of the Head of the Field/Satellite Office the incumbent will carry out the following duties:

Major Duties and Responsibilities:

• Assist in ensuring WFP’s resources in the office are properly accounted for;
• Ensure that all invoices submitted to the Field/Satellite Office for delivery to Nairobi are properly supported and they relate to actual work done or services rendered;
• Verify vendor claims for accuracy and conformance with financial rules and regulations.
• Perform claim verifications against documentation to ensure that purchases/services are properly authorised and that the goods have been received or services rendered;
• Receive and account for all miscellaneous revenues and expenses from guesthouse/accommodation facilities;
• Ensure timely requisition of office supplies, receipt and distribution in the respective offices;
• Ensure bank and sub imprest reconciliations are done regularly and submitted to Nairobi on a monthly basis;
• Maintain the office petty cash. Ensure petty cash reconciliations are done regularly and submitted to Nairobi on a monthly basis. Respond to petty cash queries;
• Ensure that disbursements of petty cash are made based on proper authorisations and supported by legitimate and sufficient documentation;
• Calculate staff personal entitlements such as hazard pay and DSA, expense claims, etc.
• Prepare TRIP documents;
• Assess expenditures in administration for the previous year and estimate new requirements. Assist in preparation of office budget and other reports as required.
• Assist with day to day administration of outsourced services and common premises to ensure efficiency, cost effectiveness and timeliness of operations and services;
• Liaise with relevant units (ICT, Admin., etc.) on the maintenance of equipment (computers, generators, etc.)
• Prepare procurement projections for office needs and ensure that they are prioritised and delivered on time as and when needed in liaison with Procurement;
• Ensure documentation of inventory, disposal and transfer of office assets as per the standard operating procedures, report anomalies and discrepancies for timely action;
• Extract and input data from various sources in administrative, human resources, procurement and other WFP corporate systems;
• Maintain staff attendance and leave records and report to Nairobi on a timely basis;
• Raise PRS for requisition for local purchases;
• Monitor the usage of fuel and escort vehicles;
• Co-ordinate maintenance of WFP vehicles, raising services requests with Nairobi or designated garages;
• Supervise drivers;
• Perform any other related duties as required.

Qualifications and Experience:

Education: Successful completion of secondary school education (KCSE) supplemented by course(s) in finance/accounting.

Experience: At least four years of progressively responsible work experience in general administrative work, including at least two years in the field of finance, accounting, budget, audit or other related field.

Knowledge: Computer literate and good working knowledge and experience in using computers (MS Word, Excel and other software packages).

Results Expected: With initiative and judgement produces organised, accurate and well documented records with well analysed data and addresses unforeseen situations seeking advice and guidance from supervisor, as necessary. May assign work to staff in lower grades.

Critical Success Factors:

• Ability to review a variety of data, identify and adjust data discrepancies, identify and resolve operational problems with substantial independence.
• Ability to obtain or give factual information of a non-routine nature involving interpretation of facts and requiring clarity of expression.
• Ability to perform detailed work, frequently of a confidential nature and/or handle a large volume of work, systematically, effectively and accurately.
• Ability to train other staff regarding relevant work responsibilities.
• Ability to work in a team environment and coordinate assignments to achieve common goals.
• Ability to deal patiently and tactfully with people of different national and cultural backgrounds.

Languages: Proficiency in written and oral English and good spoken Kiswahili.

Kenyan nationals meeting the above qualifications are required to submit a covering letter quoting Vacancy Announcement No. WFP/37/11 with their updated Curriculum Vitae, copies of certificates and name, title and e-mail address of three referees.

Candidates should also complete a Personal History form (P.11) available on the following link – http://www.unon.org/docs/P11.doc.

All documents should be sent in an envelope which must be marked: CONFIDENTIAL WFP/37/11 and sent to:-

Human Resources Officer
World Food Programme
P.O. Box 44482
Nairobi 00100

Applications must be received by the deadline – late applications will not be considered.

WFP does not charge a fee at any stage of the recruitment process.

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