VACANCY ANNOUNCEMENT WFP/16/09

WORLD FOOD PROGRAMME
VACANCY ANNOUNCEMENT WFP/16/09

Date of issue: 12 February 2009
Deadline for application: 25 February 2009

This Vacancy is open to male and female candidates. Qualified female candidates are particularly encouraged to apply.

Job Title: Finance/Admin/HR Assistant
Duty Station: Various locations in Kenya
Post Grade: G4/G5 (Service Contract)
Accountabilities: Under the direct supervision of the Head of the Field Office, the incumbent will perform the following tasks:

Finance
· Extract and input data from various sources in financial and accounting systems;
· Respond to accounting, budget or financial queries regarding data from staff in the field office and elsewhere in the programme;
· Assist in the preparation of the payroll for casual staff;
· Maintain administrative control records such as commitments and expenditures; initiate administrative actions related to general financial information, travel payments and procurement transactions;
· Verify claims for accuracy and conformance with administrative and financial rules and regulations, confirm availability of funds prior to review by supervisor and prepare payment vouchers;
· Draft routine correspondence related to the Field Office’s work and type a variety of material such as correspondence, reports and papers;
· Provide information related to financial transactions
· Review and reconcile vendor statements on a regular basis to ensure invoices received and payments made have been properly processed;
· Assist in the preparation of budget, accounting, financial and other reports, as required;
· Provide assistance to all staff services such as travel, expense claims, computer usage, document retrieval, etc;
· Operate a variety of office equipment;
· Set up, classify and maintain files.

Administration
· Extract and input data from various sources in the admin. system;
· Extract, input, review for accuracy and file data from various sources;
· Maintain a selected number of administrative control records, such as for commitments and expenditures, travel, insurance, procurement and other;
· Initiate and process administrative actions such as those found in human resources, travel, procurement, disbursement;
· Review supporting documentation, verify claims for action and conformance with administrative rules and regulations and liaise with other offices as appropriate;
· Make computations, calculations and estimates and prepare basic reports or assist in the preparation of periodic reports including forms, tables, charts and other;
· Respond to queries from a variety of sources by providing available information and provide advice and guidance on rules and regulations related to area of work or direct to the most appropriate source;
· Draft correspondence relating to the area of responsibility;
· Design and update charts and tables utilizing graphic software, design hard copy and computer resident forms; initiate, update and track computer assisted processing of administrative actions;
· Provide information related to the above functions and exchange a variety of statistical information;
· Search for, retrieve, compile, assemble and archive a variety of statistical data from computer files, records, reports or from other sources for external use;
· Arrange meetings;
· Make travel arrangements in line with administrative rules and procedures;
· Set up, classify and maintain files;
· Initiate and modify automated transactions.

Human Resources
· Extract and input data from various sources in the human resource database;
· Respond to human resources queries from staff in the Field Office and elsewhere in the Programme;
· Review supporting documentation for processing various actions; answer a variety of enquires and supply readily available information from office files, databases, liaising with other offices as appropriate;
· Verify benefit and other human resources related claims for accuracy and conformance with personnel rules and regulations;
· Draft routine correspondence and initiate process for the preparation of all staff support documentation;
· Assist supervisor(s) in monitoring the contractual status of all staff on various appointments based in immediate location or within the office’s mandate;
· Check and maintain attendance registers, leave reports, DSA forms and other forms and reports;
· Check and maintain personnel files for all staff at location, ensuring all documentation is complete; maintain and update confidential personnel information and documents, and ensure relevant documents are kept in their respective files;
· Search for, retrieve, compile, assemble and archive a variety of human resources statistical data from computer files, records, reports or from other sources for external use;
· Arrange for briefings and debriefings and take notes at meetings;
· Perform other duties as required.
Qualifications and Experience:
Education: Successful completion of secondary school education (KCSE) supplemented by course(s) in finance/accounting, administration and/or human resources.
Experience: Three to four years’ progressively responsible work experience, including at least one year in the field of finance, accounting, audit, budget or other related field.
Knowledge: Computer literate and good working knowledge and experience in using computers (MS Word, Excel and other software packages). High degree of accuracy and competency required together with the ability to work methodically.
Should be able to produce organised and accurate records with well-analysed data under minimal supervision.
Should be able to maintain accurate records, interpret and analyse a wide variety of data and identify and resolve data discrepancies and operational problems. Ability to perform detailed work and handle a large volume of work quickly and accurately under time constraints. Ability to deal patiently and tactfully with people of different national and cultural backgrounds, to work effectively in a multicultural team environment and to have a high sense of confidentiality, initiative and good judgement. Flexibility in carrying out duties and assignments outside normal working hours.
Desirable: Knowledge of UN financial, administrative and human resources policies as well as relevant regulations, rules procedures and systems.
Languages: Proficiency in written and oral English and good spoken Kiswahili.

Kenyan nationals meeting the above qualifications and experience are requested to submit a covering letter quoting Vacancy Announcement No. WFP/16/09 along with their current/detailed Curriculum Vitae and copies of certificates and name, title and e-mail address of three referees. Envelopes should be marked:
CONFIDENTIAL
WFP/16/09 and sent to:-
Human Resources Officer
World Food Programme
Office B-220 Gigiri
P.O. Box 44482
NAIROBI 00100

Applications must be received by the deadline. Late applications will not be considered. Only short-listed candidates meeting the required qualifications and experience will be contacted.