UN World Food Programme Finance and Administrative Associate Jobs in Kenya
UN World Food Programme Finance and Administrative Associate Jobs in Kenya
Key Accountabilities1. Staff Guidance and Supervision. Responsible for the guidance and supervision of 3 positions in the finance and admin team
a) Administrative Assistant
b) Site Maintenance Assistant
c) Drivers
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
Organize disposal of assets in the duty station, 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 Sub-Office.
Supervisory responsibility to conduct audit checks on the mileage and fuel records for the vehicles in their respective duty 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 Sub-Office (HoSO)
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
Conduct 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 HoSO.
Manage internal and external client administrative complaints, providing efficient and effective resolutions where possible and escalating to the HoSO 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 sub-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 sub-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 sub 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 sub office and share with the head of sub office and a copy sent to Nairobi on a monthly basis
Assist in the preparation of the sub office budget and monitoring the same
Provide monthly financial reports on guest houses (revenue and expenditure)
9. Sub Imprest Management
Monitor the sub imprest balances and seek
replenishment from Nairobi
Make All payments from sub-imprest account which should be properly supported by approved vouchers and invoices after confirming receipt of goods/services.
Perform bank reconciliation and submit reports to Nairobi by the 3rd for MMC compilation.
Verify claims for accuracy and conformance with administrative and financial rules and regulations
Confirm availability of funds in sub-imprest account prior to review by supervisor and prepare payment vouchers
10. 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.
11. Internal Controls
Review the accommodation register to verify details of guests who have stayed at the guesthouse v/s payments.
Ensure that all cheques are adequately controlled, secured and accounted for.
All bank payment instruments must be signed / authorized by at least 2 signatories
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
12. Journal Vouchers
Park JV`s to charge accommodation to staff as per WFP policy (Residents & Guests)
Park JV`s to recognize expenditure paid via the sub-imprest
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: Six or more years of progressively responsible work experience in the field of Finance and Administration.
Language: General Service (Field): Fluency in English language in both oral and written communication.
Knowledge & 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
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).
Deadline For Applications
16 September 2022.
Application Link: UN World Food Programme Finance and Administrative Associate Jobs in Kenya
Find daily jobs in Kenya. Jobs - Kenya jobs. Search our career portal & find the latest Kenyan job positions, career opportunities & jobs in Kenya.
Jobs in Kenya - banking jobs, IT jobs, accounting jobs, NGO jobs, business administration, ICT, UN jobs, procurement jobs, education jobs, hospital jobs, human resources jobs, engineering, teaching jobs, and other careers in Kenya.
Find your dream job from 1000s of vacancies in Kenya posted and updated daily - click here!
Click here to post comments
Join in and write your own page! It's easy to do. How? Simply click here to return to 1 Best Africa Jobs.
