Business Support Assistant (VAT Claims) G4 Kampala
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NOTE: WFP DOES NOT SOLICIT FOR FEES OR ANY FORM OF PAYMENT FROM JOB APPLICANTS
WFP is looking for talented people who are committed to joining our efforts to eradicate hunger. It offers unlimited opportunities to grow your professionalism, talent and expertise. Start your journey to be a member of the world-wide effort to eradicate hunger. WFP has a policy of affirmative action for women.
WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.
ABOUT WFP
United Nations World Food Programme (WFP) is the world’s largest humanitarian agency, fighting hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need. In emergencies, WFP gets food to where it is needed, saving the lives of victims of war, civil conflict and natural disasters. After an emergency, WFP uses food to help communities rebuild their lives. On average, WFP reaches more than 80 million people with food assistance in 80 countries each year.
Brief description of WFP in Uganda
WFP delivers food assistance in emergencies and work with communities to improve nutrition and build resilience. WFP provides life-saving food assistance and livelihood opportunities to refugees in Uganda. In addition, WFP assists the most vulnerable people in Uganda with food and nutrition assistance. Finally, WFP works with smallholder farmers and links them to markets.
As Uganda strives to achieve Zero Hunger by 2030 and become a middle-income country by 2040, WFP is also assessing its relevance and repositioning its role in Uganda.
ARE YOU UP TO THE CHALLENGE?
We are seeking qualified individuals for the position of Business Support Assistant (VAT Claims) G4 to be based in Kampala. Selected candidates will be employed on Fixed Term
ORGANIZATIONAL CONTEXT
These jobs are found in Country Offices (COs), Regional Bureaux (RBs), and Headquarters (HQ). Job holders may either perform administrative support functions in the front office and report to the Business Support Associate, or provide administrative support to team(s) with the reporting line to the relevant Head of Unit, Chief, or the designate. In cases where these positions support a specific business stream, the reporting line may be to the relevant Head of Unit, Chief, or the designate.
At this level, work is carried out under minimal supervision. Job holders are expected to produce organised and accurate work, undertaking specific business support activities. They may offer guidance on standard practices to more junior staff in their area of work.
JOB PURPOSE
To support the VAT, Excise Duty and other tax claims process to ensure enhanced collection of tax refunds and provide general administrative support and oversight over financial resources advanced for programmatic activities/events
KEY ACCOUNTABILITIES (not all-inclusive)
VAT claims processing and tracking of vendor VAT compliance
• Assist in providing procedural support to suppliers and vendors in regard to the VAT/Excise Duty procedure and process, to ensure compliance with WFP financial policies, rules and regulations.
• Verify vendor VAT refund declaration documents to confirm the invoices outstanding are actually part of the declaration document indicating the correct VAT amount and TIN number.
• Maintain a register for all VAT charged invoices that are submitted without the VAT declaration.
• After payments are processed, follow up with suppliers and vendors to provide receipts and other support documentation for payments received.
• Assist in preparing the Submission of the monthly WFP office VAT return and liaise with all stakeholders to ensure complete VAT refund.
• Assist in the compilation of information from various sources in order to prepare the Excise Duty Diplomatic Tax Refund and other reports and statistics.
• Maintain the web-based register for all invoices, payment transfers and record paperwork, to ensure that all documents are maintained and filed in compliance with WFP standards and guidelines.
• Perform administrative duties related to the monitoring, recording and processing of the VAT and Excise Duty refunds.
• Generate listings of vendor invoices approved in the Invoice Tracking System (ITS) and review them for VAT compliance before payment processing.
• Support in the overall tracking of vendor VAT compliance and provide periodic reporting that provides input for the vendor performance evaluation process.
Key Accountabilities 1/1
Provide general finance, budget and administration support services
• Provide administrative support to programmatic activities and events ensuring that there is sufficient accountability for the resources advanced for these activities/events.
• Gather information with clear direction to support the drafting of documents and preparing reports by other staff.
• Respond to queries and escalate where appropriate, in order to provide a timely and accurate service to clients.
• Take responsibility for the maintenance of set standard systems and files, to ensure information is accurate and readily available for the function.
• Identify simple discrepancies in statistics and data, such as missing information, and report to senior staff to support clients to deliver their work.
• Take responsibility for data integrity to facilitate availability of accurate information in corporate systems.
• Work with a variety of individuals, taking on feedback where appropriate to assist in business support delivery for staff.
• Perform other general administrative duties as assigned by the supervisor e.g., filing, maintenance of physical and electronic support documentation, facilitation and support to visiting oversight and audit teams, etc.
4Ps CORE ORGANISATIONAL CAPABILITIES
Purpose
- Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives.
- Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor.
- Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.
- Make our mission visible in everyday actions: Articulates how own unit’s responsibilities will serve WFP’s mission.
People
- Look for ways to strengthen people's skills: Trains junior teammates on new skills and capabilities.
- Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
- Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work.
- Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.
Performance
- Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.
- Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.
- Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.
- Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.
Partnership
- Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.
- Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.
- Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives.
- Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.
STANDARD MINIMUM QUALIFICATIONS
Qualifications & Experience:
Bachelor’s Degree in Commerce, Accounting, Finance, Business Administration or its equivalent.
• A minimum of three years of progressively responsible experience in finance, accounting, auditing or related area.
• Good working knowledge of the complete Microsoft Office suite, proficient in MS Excel. Ability to analyze, interpret and identify process improvements
• Experience in providing administrative support to programmatic activities and events ensuring that there is sufficient accountability for the resources advanced.
• Demonstrated ability to collaborate across one or more dispersed and diverse teams is desirable.
• Proven professional commitment to professionalism, punctuality, accuracy, confidentiality, integrity and flexibility, and proven experience in introducing new and more effective ways of working.
Languages:
• Fluency in English (both oral and written) is required
DEADLINE FOR APPLICATIONS
Friday 23rd September 2022
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All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks.
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.
