Business Support Assistant (Finance) 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 (Finance) 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
The Business Support Assistant role supports the key functions of the finance unit including routine payment processing, Cash Based Transfer Processing, Petty Cash disbursements, record keeping and documentation, etc. The Finance Unit therefore needs to have the position is urgently filled to ensure business continuity.
KEY ACCOUNTABILITIES (not all-inclusive)
Process the physical documentation and WINGS system entries required for the CBT funds transfers to the Financial Service Providers (FSPs).
2. Process the required internal approval documentation to allow for the FSPs to remit funds to beneficiaries. This documentation may include Letters of Authorization (LOA), Beneficiary Lists, Payment Advice File (PAF), etc. These LOA, PAF, and beneficiary lists should be securely shared with the FSPs timely to enable their processing of the transfers.
3. Process Funds Transfers for the respective Offices on a monthly basis or when required.
4. Process Fund Transfers and Cheques (Advances) for respective units and staff in accordance with the WFP policies and procedures.
5. Management of the Petty Cash ensuring that there is appropriate documentation for all transactions in accordance with WFP policies and procedures. Maintenance of the petty cash book, and monthly petty cash reconciliation.
6. Support the preparation of delegation of authority (new & revised) for respective offices at all locations to allow for smooth operations at WFP.
7. Process approved payments for logistics (creation of Logistics Invoice Verification_LIVs) and provide support.
8. Drafting and recording Journal Vouchers in accordance with the WFP Policies and Procedures for review and posting by the Finance Officer when the need arises.
9. Conduct oversight missions to Offices to review compliance with WFP policies, financial reporting, and internal controls. Provision of draft recommendations to resolve issues arising.
10. Maintain financial records for the payment transactions including receiving and filing incoming invoices daily, filing and stamping paid invoices and support documents, etc.
11. Responding to staff and vendor queries through the central email address.
12. Support in the maintenance of the CBT funds tracking sheet and its bank reconciliations on a monthly basis.
13. Provide administrative support to programmatic activities and events ensuring that there is sufficient accountability for the resources advanced for these activities/events.
14. Identify simple discrepancies in statistics and data, such as missing information, and report to senior staff to support clients to deliver their work.
15. Work with a variety of individuals, taking on feedback where appropriate to assist in business support delivery for staff.
WFP LEADERSHIP FRAMEWORK: COMMON STANDARDS OF BEHAVIOUR
Leads by Example with Integrity
Upholds WFP values, principles, and standards:
Demonstrates and encourages others to uphold the WFP values, principles and standards Respects others and values diversity:
Values diversity using respectful and inclusive language, and encourages others to do the same Stays focused and calm under pressure:
Stays focused and calm when under pressure and encourages others to do the same
Demonstrates humility and a willingness to learn:
Shows humility and a willingness to learn and share knowledge, frequently seeking and acting on feedback, and taking up opportunities to develop
Drives Results and Delivers on Commitments
Delivers results for maximum impact:
Holds self and/or others accountable for the delivery of results Delegates appropriately:
Delivers results against delegated tasks and seeks guidance and support where needed Adapts readily to change:
Responds readily to change adjusting work as needed
Fosters Inclusive and Collaborative Teamwork
Is inclusive and collaborative: Promotes inclusive teamwork and psychological safety by sharing ideas and openly raising issues
Gives timely and constructive feedback:
Supports development for others by giving timely and constructive feedback
Builds and shares new perspectives:
Listens attentively to others to capture, learn, build and share new perspectives
Applies Strategic Thinking
Communicates and fulfils WFP’s vision:
Fulfils WFP’s vision and is able to explain how their objectives support the vision
Embraces curiosity and new ways of doing things:
Demonstrates curiosity, and proposes new ways of doing things when relevant Analyses and evaluates data:
Gathers data and shares knowledge to inform team decision making
Considers the impact of decisions:
Implements decisions and asks questions to understand the impact for wider objectives
Builds and Maintains Sustainable Partnerships
Builds partnerships: Builds partnerships by seeking out opportunities to work with others
Collaborates to deliver common objectives:
Collaborates with partners by sharing information and working together to deliver common goals
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 28th October 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.
