Finance Assistant

Job Title: Finance Assistant
Post Grade: Service Contract - SC-5
Duty Station: Dadaab and other Duty Stations
Date of issue: 18th June 2013
Deadline for application: 30th June 2013

Accountabilities: 
Under the general supervision of the Head of sub office and the technical supervision of the Finance Officer, and within delegated authority, the incumbent will be expected to produce well organized, reports and/or records with accurate information, put together independently with only general guidance. Specifically, the incumbent will be responsible for the following duties:-

Major Duties and Responsibilities:
 Set up proper accounting procedures and systems, develop and implement financial policies and internal controls to ensure proper monitoring mechanisms in place; identify weaknesses and address them immediately
 Ensure bank and sub imprest reconciliations are done regularly and submitted to Nairobi on a monthly basis.
 Monitor the local bank accounts and keep track of balances to ensure that there are sufficient funds; prepare requests for replenishment of the Imprest Account(s) whenever necessary;
 Ensure that disbursements are made based on proper authorisations and supported by legitimate and sufficient documentation.
 Respond to accounting, budget or financial queries regarding data from staff in the sub office and Nairobi.
 Verify vendor claims for accuracy and conformance with WFP finance rules and regulations; perform claim verifications against documentation to ensure that purchases/services are properly authorized and that the goods have been received or services rendered;
 Set up proper procedures to account for all miscellaneous revenue from the guest house accommodation and send summaries of the same to the Finance Officer in Nairobi.
 Provide information related to financial transactions including calculation of personal entitlements such as hazard & DSA, expense claims etc
 Brief/debrief staff members on issues relating to financial transactions; Prepare periodic financial and statistical reports;
 Draft or prepare correspondence in response to enquiries relevant to financial matters; prior to clearance by Head of Sub office;
 Ensure that inventory in the sub office are accounted for, report any losses of assets and conduct a physical count for the assets.
 In liaison with the inventory team in Nairobi office, conduct asset disposal from time to time.
 Supervise all drivers and set up proper procedures for fleet management, ensuring that vehicles are serviced and maintained.
 Supervise outsourced service providers ensuring that they carry out their services in line with contract specifications and evaluate their services.
 Travel management, involving the calculations of travel expenses, prepare trip documents, ensuring they are approved and sent to finance for payment.
 Effectively manage the Guesthouse by ensuring provision of accommodation for staff and/or guests in the sub-offices. Purchase guesthouse supplies and monitor for prompt replenishment. Ensuring that breakages in the facilities are attended to and liaise with landlord for any issues arising with regards to the premises (where applicable).
 Raise purchase requisitions for approved purchases in the sub and field offices.
 Monitor fuel usage by vehicles and generators, report any unusual consumption and initiate replenishment request for bulk fuel purchases.
 Monitor contracts for fuel services providers in the respective duty stations, ensuring prompt action on evaluation of services, contract renewals or requests for tendering of services.
 In liaison with the security officer ensure there is adequate number of guards in the office and ensure work sheets are signed before submission to Nairobi for payment.
 Maintain staff attendance and leave records and report to Nairobi on timely basis.
 Perform other related duties as required. Qualifications and Experience:
 Secondary School Education supplemented by commercial or related courses in Finance and/or Business Administration. CPA (K) certification will be an added advantage.
 At least four years of progressively responsible clerical work experience in general administrative work including at least two years in the field of finance, accounting, audit, administrative services or other related field.
 Knowledge of WFP manuals in the area of finance and/or budget. 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 to 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.
 Experience utilising computers, including word processing, spread sheet and other WFP standard software packages and systems. General knowledge of UN system financial policies, rules, regulations and procedures.
 Excellent written and spoken English, good spoken Kiswahili.

Kenyan nationals meeting the above qualifications are required to submit a covering letter quoting Vacancy Announcement No. WFP/28/13 with their updated Curriculum Vitae including name, title and e-mail address of three referees, copies of educational/professional qualification certificates and copy of National ID card. 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/28/13 and sent to:- Human Resources Officer
World Food Programme 
P.O. Box 44482
NAIROBI 00100 

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.