WFP Careers in Kenya
Job Title: Finance Assistant with Admin duties;
Post Grade: Service Contract, G-5 Equivalent;
Duty Station: Isiolo;
Deadline for application: 3rd February 2015;
Purpose: The successful candidate will provide Finance and Administration support and will be the focal point for finance, administration, human resources and procurement functions.;
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.
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