A Finance and Administration Officer, CST is essential to oversee Beira and Chimoio finance and administrative services. The position was previously encumbered by a National officer who resigned. The two offices require a competent international officer to streamline procedures and compliance whilst building national capacity in both offices.
KEY ACCOUNTABILITIES (not all-inclusive)
Under the direct supervision of the Head of Sub Office with Technical support from Head of Finance and Administration at Country office level, the Finance and Admin Consultant will perform the following responsibilities:-
- Lead on the implementation of Area office finance and administration management operations, in order to support the timely and effective supply of food assistance, and comply with WFP standards and processes
- Lead on the delivery of accurate financial reporting and analyses in accordance with International Public Sector Accounting Standards (IPSAS), ensuring accuracy, deadlines and compliance with accounting processes and corporate governance requirements.
- Provide financial assessment of partners, service providers, and other entities as needed, providing conclusions to management to enable them to make informed decisions and minimize financial risk to the organisation
- Lead a team of finance and admin staff, establishing priorities and work plans, monitoring progress, and providing coaching, training and guidance to ensure appropriate development and enable high performance
- Ensure that bank reconciliation, disbursements, clearance of receivables, overall cash management and monthly financial closures are performed regularly and in accordance with corporate requirements
- Manage and deliver administrative services, negotiating contracts and following standard processes to provide cost-effective, quality and timely services to WFP staff
- Monitor and analyse financial and accounting data, identifying and forecasting trends, anomalies or issues, and proposing solutions to management with regards to: status of budgets, availability of funds, programme effectiveness and financial viability.
- Identify and develop improvements to policies, systems and procedures to improve the efficiency and effectiveness of operations, minimise risk, and ensure services are aligned with business objectives.
- Coordinate and deliver financial controls and insight into WFP performance, undertaking periodic risk and internal control assessments to identify areas which may present potential audit, compliance or financial risks.
- Represent the Area Office at internal meetings, external meetings and events with other UN agencies, banks and other financial institutions, or other partners and entities as required.
- Contribute to preparedness actions such as risk analysis and contingency planning and make recommendations. Periodically monitor the management of risks and report on any action taken.
- Manage and/or carry out complex data analysis to provide management and clients with the accurate information and reports for efficient planning and decision-making.
- Manage the existing resources in the area of responsibility (WFP managed facilities, assets and travel management).
- Facilitate the compliance of the services provided (WFP managed facilities (common premises), assets and travel management) with the corporate Occupational Safety and Health Policy and provide recommendations to the management on any improvements/changes, when required
DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE
Good knowledge of emergency responses, internal Controls & Compliance, Financial Management & Accounting Principles and Supply Chain and Operations Knowledge
4Ps CORE ORGANISATIONAL CAPABILITIES
- Understand and communicate the Strategic Objectives: Understands WFP’s Strategic Objectives and the link to own work objectives.
- Be a force for positive change: Flexibly adapts individual contributions to accommodate changes in direction from supervisors and internal/external changes (such as evolving needs of beneficiaries, new requirements of partners).
- Make the mission inspiring to our team: Recognizes and shares with team members the ways in which individual contributions relate to WFP’s mission.
- Make our mission visible in everyday actions: Sets own goals in alignment with WFP’s overall operations, and is able to communicate this link to others.
- Look for ways to strengthen people's skills: Assesses own strengths and weaknesses to increase self-awareness, and includes these in conversations on own developmental needs.
- Create an inclusive culture: Participates in open dialogue, and values the diverse opinion of others, regardless of background, culture, experience, or country assignment.
- Be a coach & provide constructive feedback: Proactively seeks feedback and coaching to build confidence, and develop and improve individual skills.
- Create an “I will”/”We will” spirit: Participates in accomplishing team activities and goals in the face of challenging circumstances.
- Encourage innovation & creative solutions: Shows willingness to explore and experiment with new ideas and approaches in own work.
- Focus on getting results: Consistently delivers results within individual scope of work on time, on budget and without errors.
- Make commitments and make good on commitments: Commits to upholding individual accountabilities and responsibilities in the face of ever-changing country or functional priorities.
- Be Decisive: Makes rational decisions about individual activities when faced with uncertain circumstances, including in times of ambiguity regarding information or manager direction.
- Connect and share across WFP units: Seeks to understand and adapt to internal or cross-unit teams’ priorities and preferred working styles.
- Build strong external partnerships: Demonstrates ability to understand and appropriately respond to and/or escalate needs of external partners.
- Be politically agile & adaptable: Portrays an informed and professional demeanor toward internal and external partners and stakeholders.
- Be clear about the value WFP brings to partnerships: Provides operational support on analyses and assessments that quantifies and demonstrates WFP’s unique value as a partner.
- Capability Name Description of the behaviour expected for the proficiency level
- Internal Controls & Compliance Utilizes understanding of risk management approaches and internal controls to monitor projects and programmes to confirm regulatory compliance and ensure data integrity.
- Performance Budgeting, Reporting & Analysis Analyzes budgets and forecasts to support the development of recommendations for senior leadership on financial and business planning matters in accordance with Value for Money principles.
- Resources Management (People, time, assets, etc.) Monitors trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders.
- Financial Management & 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 Applies working knowledge of WFP programme and supply chain principles to develop and/or review project budget plans.
STANDARD MINIMUM QUALIFICATIONS
- Advanced University degree in Finance, Business Administration, Accounting or related fields, or First University degree in the same subject(s) with additional years of related work experience plus membership in an international recognized professional accountancy body such as Association of Chartered Certified Accountants (ACCA), Institute of Certified Public Accounts (ICPA) or equivalent
- 3-5 years of working experience. Has experience in specialized finance area in a country office
- Has developed financial policies and procedures.
- International Professional: Fluency (level C) in English language. Intermediate knowledge (level B) of a second official UN language: Arabic, Chinese, French, Russian, Spanish, and/or WFP’s working language, Portuguese