Job Title: Finance Assistant with Admin duties
Post Grade: Service
Contract, G-5 Equivalent
Duty Station: Isiolo
Deadline for application: 3rd February 2015
Accountabilities: Under the direct supervision of the Head of the
Field Office, the incumbent will perform the following duties:
- Assist in ensuring WFP’s resources in the
office are properly accounted for;
- Ensure that all invoices are 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 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 goods receipt
notes are raised on time.
- Ensure bank and sub imprest reconciliations
are done regularly and submitted to Nairobi on a monthly basis;
- Maintain the petty cash. Ensure reconciliation
is done regularly and submitted to Nairobi on a monthly basis and respond
to petty cash queries;
- Ensure that disbursements of petty cash are
made based on authorisations and supported by legitimate & 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 the administration of outsourced
services and common premises to ensure efficiency, cost effectiveness
& timeliness of operations and services;
- Liaise with relevant units (ICT, Admin., etc.)
on the maintenance of equipment (computers, generators, etc.)
- In liaison with Procurement, prepare
procurement projections for office & ensure that they are prioritised
and delivered on time;
- Ensure documentation of inventory, disposal
and transfer of office assets as per the standard operating procedures,
report anomalies and discrepancies;
- 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 the maintenance of WFP vehicles, raising services requests
with Nairobi or designated garages;
- Supervise drivers and perform any other
related duties as required.
Qualifications
- Successful completion of secondary school
education (KCSE) supplemented by course(s) in finance/accounting.
- University Degree in the field of
Accounting/Finance and professional qualification in accounting will be an
added advantage.
- 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.
- Good working knowledge and experience in using
computers (MS Word, Excel and other software packages).
- With initiative and judgement produces
organised, accurate and well documented records with well analysed data
& addresses unforeseen situations seeking advice and guidance from
supervisor, as necessary.
- 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.
- Proficiency in written and oral English and
good spoken Kiswahili.
Interested and candidates are
requested to submit online applications only according to the following
procedures:
- Go to: http://i-recruitment.wfp.org/vacancies/15-0017437
- Step 1 : Create your online CV
- Step 2: Click on “Description” to read the
position requirements and “Apply” to submit your application.
Note: You must complete Step 2 in order for your
application to be considered for this vacancy.
If you have any queries relating to this VA please send them to: Nairobi.Hr@wfp.org
WFP is an equal opportunity employer and does not charge a fee at any stage of the recruitment process.
Only short listed applicants will be
contacted.
