WFP - World Food Programme
Finance Assistant
Job Title: Finance Assistant
No. Position/s: 1 (One)
VA No.: 318218
Date of Issue: 24 January 2023 Deadline: 07 February 2023
Type of Contract: Service Contract – SC5
Unit / Division: Finance
Duty Station: Lilongwe (1)
Duration: 12 Months
ABOUT WFP
The World Food Programme (WFP) is the leading humanitarian organization saving lives and changing lives, delivering food assistance in emergencies and working with communities to improve nutrition and build resilience. As the international community has committed to end hunger, achieve food security and improved nutrition by 2030, one in nine people worldwide still do not have enough to eat. Food and food-related assistance lie at the heart of the struggle to break the cycle of hunger and poverty. For its efforts to combat hunger, for its contribution to bettering conditions for peace in conflict-affected areas and for acting as a driving force in efforts to prevent the use of hunger as a weapon of war and conflict, WFP was awarded the Nobel Peace Prize in 2020.
Malawi is a small landlocked country in Southern Africa. With a population expanding rapidly at 3 percent per year and the majority of livelihoods dependent on agriculture, the population is highly vulnerable to the effects of climate-related disasters. Poverty is experienced by most rural families, with those headed by women suffering the most. Relying on small parcels of densely cultivated land for their livelihoods, rural Malawians are highly affected by climate change. Episodes of drought as well as severe flooding are increasing in frequency, intensity and unpredictability, giving the most vulnerable households inadequate time to recover.
Malawi’s challenges are also compounded by high rates of HIV infection (at 9.6 percent), low primary school completion rate (at 51 percent) and chronic under-nutrition (at 37 percent for children under 5). WFP continues to partner with the government, other UN agencies, NGOs, civil society and the private sector to achieve the Sustainable Development Goals (SDGs) by 2030, with a particular emphasis on reaching Zero Hunger (SDG 2), addressing structural drivers of hunger wherever possible.
ORGANIZATIONAL CONTEXT
These jobs are found in Country Offices (COs), Regional Bureaux (RBs), and Headquarters (HQ), and report to the Head of Unit, Chief, Finance Officer, or the designate.
At this level job holders are expected to take responsibility for completion of a range of finance/budget related processes and activities requiring some interpretation of standard guidelines/practices. Job holders are able to recommend a course of action to staff at various levels and may allocate tasks to other support staff.
JOB PURPOSE
To support effective delivery of finance, budget and administration support services in order to facilitate transparent and efficient utilization of financial resources.
KEY ACCOUNTABILITIES (not all-inclusive)
1. Provide the procedural and technical support to staff within the areas of finance and budget, to ensure compliance with WFP financial policies, rules and regulations.
2. Compile monthly VAT claims and ensure timely submission and follow up of refunds from Malawi Revenue Authority and prepare a status report to management on monthly basis.
3. Perform reconciliation of VAT claims against WINGS VAT transactions.
4. Post trips for staff travels for subsequent payment
5. File all financial documents in a proper manner ensuring they are systematically archived for easy retrieval
6. Review payroll for SC/SSA staff for accuracy and adequacy of supporting documentation before payment proposal.
7. Record receivables and closely follow up on reimbursement from UN agencies that used WFP facilities ( fuel, office etc).
8. Prepare receipts / journal vouchers (JVs) for staff medical reimbursements, consultants and bill recoveries.
9. Prepare EFTS/bank transfer instructions/letters and send payment advice notes to the unit focal point.
10. Receive and upload invoices for spending units in Invoice Tracking Systems (ITS) and forward to spending units for approvals.
11. Review accuracy, completeness and contractual compliance of invoices for spending units in and outside ITS before sending to WINGS and raising LIVS, and where applicable clearing any advance payment in the vendor account and issue the weekly status of invoices in ITS and circulate to Head of Finance, Admin & ICT so that it is communicated with the rest of unit heads
12. Capture and track all suppliers receivables to ensure timely recovery of advances.
13. Maintain the Delegation of Authority (DoA) matrix, in-house committee list and bank signatory panel ensuring duly signed nomination letters are properly filed, review DOA with HoF two times a year.
14. Quarterly reconcile bank signatory panel with HQ and the bank records
15. Assist with the implementation of financial policies and procedures, systems and internal controls.
16. Assist with interim and year-end accounts closure processes.
17. Any other duties as may be assigned by direct supervisor or head of finance.
STANDARD MINIMUM QUALIFICATIONS
Education: University Degree in areas related to Finance, Accounting and Business Management, or Professional Level II of Association of Chartered Certified Accountants (ACCA) is an added advantage
Language: General Service (Headquarters): Fluency (level C) in English language. Fluency (level C) or intermediate knowledge (level B) of another official language may be required depending on the location of the post or area of responsibility.
General Service (Field): Fluency in both oral and written communication in the UN language in use at the duty station and in the duty station’s language, if different.
FUNCTIONAL CAPABILITIES
| Capability Name | Description of the behaviour expected for the proficiency level |
| 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). |
DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE
• Has experience collecting and monitoring financial data on projects and programmes, assessing financial health and status, and reporting findings to senior leaders.
DEADLINE FOR APPLICATIONS
07 February 2023
Female applicants and qualified applicants from developing countries are especially encouraged to apply
WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status.
No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.