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  • Posted: Sep 7, 2021
    Deadline: Sep 19, 2021
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  • The World Food Programme is the food assistance branch of the United Nations and the world's largest humanitarian organization addressing hunger and promoting food security.
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    Finance Officer FT NOB

    ORGANIZATIONAL CONTEXT

    Under the direct supervision of the International Finance Officer, the National Finance Officer will report and provide core administrative support to enable effective management of funds, and ensure assistance to beneficiaries is undertaken in the most efficient and effective way possible.

    JOB PURPOSE

    To support the stewardship of WFP’s resources, monitoring budgets, forecasting, analysing, reporting and providing core administrative support to enable effective management of funds, and ensure assistance to beneficiaries is undertaken in the most efficient and effective way possible.

    KEY ACCOUNTABILITIES

    • Provide financial and operational recommendations to the Country Director (CD), activity managers and functional managers based on comprehensive financial analysis that consider programmatic and operational perspectives
    • Identify key financial indicators to guide financial management; regularly report to Country Office (CO) management on the key indicators, along with financial trends and projections; flag areas of concern and opportunities to improve cost efficiency and financial viability 
    • Participate in operational planning processes as a member of the CO Finance team
    • Lead Budget and Reporting section of theFinance unit in the development of annual workplans and KPIs; use the workplans to guide unit and staff performance and monitor progress throughout the year.
    • Support the development of and endorse country level policies and standard operating procedures for finance and Budget
    • Supervise the preparation of corporate budgets and financial plans, e.g. County Portfolio Budget and its revisions, Implementation Plans, Management Plans.
    • Support Strategic Outcome (SO)/Activity and Functional Managers to manage their budgets by ensuring sufficient technical and analytical support and guidance; identify knowledge or information gaps and propose solutions
    • Oversee and provide guidance to CO management on compliance with corporate procedures and internal controls; undertake periodic risk and internal control and assessments.

    ACCOUNTABILITIES Cont..

    • Establish and maintain effective strategic level coordination with other functional areas at CO, HQ, and RB level to resolve large or complex issues related to Finance and Budget.
    • Represent unit/CO at internal meetings, external meetings and events with other UN agencies, banks and other financial institutions, or other partners and entities as required.
    • Participate in the UN Common Services Management Team activities, and represent WFP as the Lead Agency, when required
    • Contribute to preparedness actions such as early warning, risk analysis and contingency planning
    • Lead, motivate and coach Finance General service staff to enable continued development and high performance.
    • Ensure transparency and efficient utilization of WFP’s financial resources and integrity and consistency in the financial and accounting systems;
    • Participate in preparing WFP budgets, its implementation, fund utilization and act as Certifying Officer for the country office;
    • Set up proper accounting procedures and systems, internal controls to ensure that proper monitoring mechanisms are in place; Identify weaknesses and address them immediately;

    ACCOUNTABILITIES Cont..

    • Ensure that bank reconciliations for WFP accounts are regularly performed and regularly reviewed by designated officials;
    • Ensure that disbursements are made based on proper authorizations and timely clearance of outstanding advances and other receivables; coordinate financial closure for entrusted imprest accounts;
    • Ensure proper maintenance of vendor accounts and timely clearance of outstanding advances and other receivables;
    • Respond to audit queries and follow-up on audit recommendations;
    • Perform other related duties as required.

    STANDARD MINIMUM QUALIFICATIONS

    Education: 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.

    Experience: With Masters degree, minimum 4 years of relevant work experience  or Bachelors degree with minimum 8 years’ experience working in finance with business adminstration, accounting or related fields. 

     Language: Fluency in English language and the duty station’s language.

    OTHER SPECIFIC JOB REQUIREMENTS

    • Resourcefulness, initiative, maturity of judgement, tact, effective working relations in support of work conducted by other officers.
    • Ability to prioritize work and handle multiple tasks at the same time and a high sense of  intergrity and excellent negotiation skills
    • Application of expertise in various administrative fields including, implementing training programs; monitoring of budgets and providing accurate and complete accounting, budgetary and financial information; procurement of food and non-food items while adhering to WFP Regulations.  Ability to deal patiently and tactfully with people of different national and cultural backgrounds.
    • Ability to provide guidance and supervision to support staff.
    • Ability to communicate effectively in both oral and written English and Kiswahili.

    4Ps CORE ORGANISATIONAL CAPABILITIES

    Purpose

    • 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.

    People

    • 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.

    Performance

    • 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.

    Partnership

    • 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.

    FUNCTIONAL CAPABILITIES

    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 Manages budget, business planning, and forecasting discussions on a programme-wide level, integrating financial resource information from a portfolio of projects to analyze effectiveness and financial viability.
    Resources Management (People, time, assets, etc.) Monitors trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders.
    Financial Management and Accounting Principles Monitors and advises senior leaders on the financial status of projects and programmes, tracking outcomes to ensure transparent and effective utilization of resources.
    Supply Chain and Operations Knowledge Demonstrates thorough understanding of WFP programme and financial policies, business processes and applies these in the implementation or support of WFP programme interventions.


     DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

    • Has experience reviewing and analyzing financial statements.
      • Has experience implementing accounting and internal control processes.

    TERMS AND CONDITIONS

    • Only shortlisted candidates will be contacted and advance to the next stage of the selection process.
    • The World Food Programme DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS.
    • WFP embraces diversity and equal opportunity. We are committed to building a team that celebrates diversity and inclusivity in all ways. 
    • All employment is decided on the basis of qualifications and merit.
    • Applicants profile MUST match the C.V attached. Any discrepancies may lead to automatic disqualification.

    go to method of application »

    Business Support Assistant (Administration)

    ORGANIZATIONAL CONTEXT

    This job is in the Kenya Country Office (KCO) and the job holder will be based in Nairobi.  

    At this level job holders are expected to take responsibility for completion of a range of business support activities requiring some interpretation of standard guidelines/practices. 

    STANDARD MINIMUM QUALIFICATIONS

    Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.

    Experience: Four or more years of progressively responsible work experience in the related business stream with experience in general administrative work.

    Knowledge & Skills:

    • Knowledge of specialised common business practices and methods, gained through relevant technical training and experience.
    • Ability to develop and maintain relationships with a range of individuals in order to provide a high quality support service.
    • Ability to carry out basic data analysis and independently rectify problems requiring attention.
    • Ability to monitor and record financial transactions.
    • Good communication skills required to give and receive information and work with a variety of individuals.
    • Ability to maintain confidentiality

    Language:  Fluency in both oral and written communication in English and Kiswahili

    KEY ACCOUNTABILITIES (not all-inclusive)

    1. Manage the provision of courier services in the Country Office through the contracted vendor(s), requisition and payment processing for both international and local Country Office courier services. This includes;

    Coordinating with all units for the budget, packing and coordinating with vendor for the collection and dispatch of documents/parcels to various destinations local and international.

    Raising the quarterly projection purchase requisition in WINGS.

    Verification of service provision/dispatches against invoices to ensure proper accountability of resources, posting service entry sheets (SES) in WINGS and matching invoices in ITS for payment.

    1. Manage the front-end e-filing and archiving assignment for all the relevant Country Office official documents, note verbales, contracts, LTAs, FLAs, etc. This includes;

    Uploading all relevant archivable documents based on the WFP corporate directive on document retention on to the online platform.

    Categorizing the documents according the corporate directives on document classification and retention as well as ensuring the accurate dissemination of the documents to respective units.

    KEY ACCOUNTABILITIES (cont.)

    3. Management of Conference room facilities. This includes;

    • Conduct regular inspection of the conference rooms and ensure that they are always kept clean and tidy.
    • Ensure that assets i.e. furniture and IT equipment in the conference rooms are kept safe, not removed without notice and maintain a log of any movement of assets in and out of the conference rooms.
    • Prioritize the safety and security office assets in the conference room ensuring that these rooms are locked after business hours.
    • Staff wellness and hygiene: Book and monitor the servicing of the water dispensers ensuring that they are always clean and requesting for replacements as and when need arises.

    4. Support the facilities management in relation to the provision of various services to the Country Office premises, furniture and equipment either through UNON or outsourced service providers. This includes;

    • The provision of telephone extensions.
    • The repair of office facilities and equipment.
    • Provision of cleaning services.
    • Sourcing of independent carpentry services not provided by UNON.

    KEY ACCOUNTABILITIES (cont.)

    5. Reconciliation of Accounts, Closure of Purchase Orders and Reports. Conducting monthly reconciliation of the statement of accounts with respective vendors to ensure nil outstanding payments and IPSAS compliance. Monitoring the Purchase Orders balances quarterly to ensure timely closure of the same in order to release unutilized funds and Quarterly reports on the expenditure of international and local courier services and water supply provisions, maintenance and repair works, as recorded in WINGS or by petty cash.

    6. Support the facilitation of staff enrolment to the UN Bus Transport Services. Preparing memo and coordinate with UNON for the application and cancellation of the transport service to UNON on behalf of requesting staff members. Prepare monthly staff bus contribution list for staff payroll deductions to WFP HR for Service Contract and UNDP for FT contract holders. Prepare memo and coordinate with WFP HR, UNDP and UNON on the stoppage of payroll deductions upon receipt from staff on transportation cancellation.

    7. Manage the requisition and payment processing for the provision of water supply in the Country Office. This includes;

    • Arranging, place orders for the monthly supply of drinking water for the Country Office with the respective vendor and follow up to ensure timely delivery.
    • Raise the quarterly projection purchase requisition in WINGS.
    • Verification of product delivery against invoices to ensure proper accountability of resources, posting the goods receipt note (GRN) in WINGS and matching invoices in ITS for payment.

    KEY ACCOUNTABILITIES (cont.)

    8. Assist with the delivery and collection of mail, documents and parcels to other UN offices within the UNON compound and the post office in CBD.

    9. Assist with the purchase and distribution of newspapers as authorized. Maintain monthly expenditure records of the same.

    10. Perform other related duties as required.

    TERMS AND CONDITIONS

    • Only shortlisted candidates will be contacted and advance to the next stage of the selection process.
    • The World Food Programme DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS.
    • WFP embraces diversity and equal opportunity. We are committed to building a team that celebrates diversity and inclusivity in all ways. 
    • All employment is decided on the basis of qualifications and merit.
    • Applicants profile MUST match the C.V attached. Any discrepancies between the C.V and the profile will lead to automatic disqualification.

    go to method of application »

    Supply Chain Officer - Capacity Strengthening School Feeding program - SC10 (Nairobi)

    ORGANIZATIONAL CONTEXT

    This position is found in the Kenya Country Office and reports to a senior Supply Chain Officer.

    Job holders at this grade level demonstrate adaptive capacities in effective supply chain management and make significant independent contributions to the planning and development of operating policies and procedures. Job holders are expected to manage and complete projects or assignments of a major nature achieving effective outputs. Job holders typically anchor a substantive team consisting of professional and support staff ensuring high performance and development.

    JOB PURPOSE

    To provide specialist advice, analytics and contributions to integrated supply chain operations at Ministry of Education’s (MoE) School Feeding Programme (SMP) to ensure an effective and integrated supply chain management and adequate food safety and quality standards of the different School Meals food assistance modalities of the Ministry of Education, County Governments, Schools and kids attending the schools.

    Key Accountabilities

    • Assist the SMP team in the development and implementation of supply chain plans and procedures, in line with the ministry supply chain strategy and county strategies, policies and plans, to achieve operational cost efficiency, agility, reliability, quality and to support national School Meals Programme.
    • Assist the SMP team to analyze the different risks and areas of improvement and support them to design and manage end-to-end operational supply chain and smallholder farmers (SMF) and retail networks for the Home Grown School Meals programme, to proactively mitigate and/or address the dynamic supply chain challenges of SMP.
    • Support SMP team to plan and manage implementation of innovative supply chain operations, initiatives, and services to ensure timely, cost-effective and integrated approach with core activities and services and in close cooperation with key supply chain stakeholders. Provide technical advice and identify opportunities for improvement and innovation initiatives analyzing best practices from the humanitarian and development fields, academia and private sector.
    • Support the MoE team to plan, monitor and manage resources to maximize effectiveness of supply chain operations.
    • Support the MoE SMP team to build productive partnerships and collaborate with counterparts in the key supply chain functions to ensure an integrated supply chain approach to food assistance and cross-functional operational alignment.
    • Coordinate with MOE to ensure timely and accurate planning and transportation of food requirements and cash transfers disbursements for all schools in feeding program based on the beneficiary’s enrolment data.
    • Provide advice to the SMP team to constantly monitor the performance of supply chain operations to ensure that appropriate internal controls are in place. Including in-depth market analysis and supply chain network mapping to inform the selection of an appropriate operation modalities to improve supply chain performance. Support in food procurement management processes and supplier’s evaluation to ensure suppliers have adequate capacity and food quality measures are adhered.

    Key Accountabilities

    • Enhance the capacity of SMP team to manage supply chain operations to ensure compliance with the Government and MoE established supply chain strategies, policies, procedures and controls, and following corporate standards, with special emphasis on quality control, loss prevention, risk mitigation and cost effectiveness. Support in the transport contracting management processes as per Public Assets Procurement and Disposal Act 2015 and other relevant guidelines and enhance transporter’s evaluation and market assessment tools.
    • Strengthen the SMP capabilities to manage supply chain operations to ensure compliance with the established supply chain strategies, policies, procedures, and controls, and following Public Assets Procurement and Disposal Act 2015 and HGSMP guidelines, with special emphasis on quality control, loss prevention, risk mitigation and cost effectiveness.
    • Enhance effective transport planning management and ensure it is undertaken through established transporters allocation tool.
    • Guide the Sub County Education officers in consolidating resource requests in line with the MOE allocation process based on accurate variables such as transport costs based on distances, warehouse costs depending on whether NCPB warehouses are available and/or private warehouse lease.
    • In coordination with MOE, conduct a full costing assessment of supply chain costs for the In-Kind modality and build evidence for the transition to cash.
    • Ensure effective commodity management, accounting, reporting, and quality control is adhered.

    Key Accountabilities

    • Ensure that MOE Supply Chain staff are adequately trained, and identify any additional training needs to achieve high working standards.
    • Define Supply chain strategy within the MOE policies and procedures and ensure effective integration of supply chain operations in the SMP implementation.
    • Participate and contribute in MOE/WFP Supply chain workplans and subsequent initiate monthly meetings to review activities progress. Ensure quarterly joint monitoring visits are undertaken and emerging issues are actioned with defined timelines.
    • Manage accurate and timely reporting including provision of substantial analysis of supply chain activities and trends to enable MoE and SMP team to take informed decisions and consistency of information to be presented to a wide range of stakeholders.
    • Perform other related duties as assigned.

    Standard Minimum Qualifications

    Education: University degree in supply chain management, business administration, engineering, computer science, statistics, or economics (preferably transport economics), or equivalent professional experience or extensive relevant supply chain experience).

    Experience: At least 5 years’ experience in supply chain managerial/supervisory role, with progressively increasing responsibilities in supply chain planning, operations, contracting, supplier performance evaluation, food safety and quality, warehouse operations and commodity management.

    Language: Working knowledge (proficiency/Level C) of English is required.

    Other Specific Job Requirements

    • Hands on experience in supply chain systems implementation.
    • Strong analytical, networking, and coordination skills.
    • Excellent written and oral communication skills.
    • Experience in coaching and mentoring junior staff.
    • Leadership, ability to work within and lead a team, strong drive for results, cultural sensitivity.

    4Ps CORE ORGANISATIONAL CAPABILITIES

    Purpose

    • Understand and communicate the Strategic Objectives: Utilizes understanding of WFP’s Strategic Objectives to communicate linkages to team objectives and work.
    • Be a force for positive change: Proactively identifies and develops new methods or improvements for self and immediate team to address work challenges within own work area.
    • Make the mission inspiring to our team: Identifies opportunities to further align individual contributions with WFP’s mission of making an impact on local communities.
    • Make our mission visible in everyday actions: Helps colleagues to see the link between their individual tasks and the contributions of their unit’s goals to the broader context of WFP’s mission.

    People

    • Look for ways to strengthen people's skills: Is able to identify, support and encourage focused on-the-job learning opportunities to address gaps between current skillsets and needed future skillsets for WFP.
    • Create an inclusive culture: Recognizes the contributions of teammates, and encourages contributions from culturally different team mates to recognise the value of diversity above and beyond just including it in programming for beneficiaries.
    • Be a coach & provide constructive feedback: Provides and solicits ongoing constructive feedback on strengths and development opportunities to help develop individual skills, whilst also helping others identify areas for improvement.
    • Create an “I will”/”We will” spirit: Sets clear targets for self and others to focus team efforts in ambiguous situations (e.g., unprecedented issues and/or scenarios).

    Performance

    • Encourage innovation & creative solutions: Thinks beyond team’s conventional approaches to formulate creative methods for delivering food aid and assistance to beneficiaries.
    • Focus on getting results: Maintains focus on achieving individual results in the face of obstacles such as volatile or fragile environments and/or organizational roadblocks.
    • Make commitments and make good on commitments: Takes personal accountability for upholding and delivering upon team’s commitments and provides assurance to stakeholders.
    • Be Decisive: Demonstrates ability to adjust to team’s plans and priorities to optimize outcomes in light of evolving directives, while also responding quickly in high-pressure environments, such as in emergency settings.

    Partnership

    • Connect and share across WFP units: Demonstrates an understanding of when and how to tactfully engage other units in conversations on impact, timing, or planning.
    • Build strong external partnerships: Networks regularly with key external partners using formal and informal opportunities to understand each partner’s unique value proposition, and to build and strengthen relationships.
    • Be politically agile & adaptable: Demonstrates ability to adapt engagement approach in the context of evolving partner circumstances and expectations.
    • Be clear about the value WFP brings to partnerships: Demonstrates ability to articulate to internal and external audiences the value that individual contributions and immediate teams bring to partnerships.

    Functional Capabilities

    Capability Name Description of the behaviour expected for the proficiency level

    Supply Chain Strategy Demonstrates robust understanding of supply chain strategies. Conducts analytical

    and conceptual work in support of strategy design and implementation.

    Operationalizes strategies in own area of responsibility.

    Supply Chain Planning Leads supply chain planning within area of operations managed. Oversees and

    coordinates periodic planning across functions and with partners. Ensures consensusbased

    plans are in place and aligned with strategy.

    Supply Chain & Networks

    Management
     Manages end-to-end supply chain within area of operations. Leads the design and

    implementation of supply chain, retail and partnership networks. Oversees and

    coordinates integrated delivery of supply chain services.

    Supply Chain Capacity

    Strengthening
     Leads design and implementation of supply chain capacity strengthening initiatives

    within area of operations managed. Leverages WFP’s supply chain capacities and

    networks to strengthen national value chains and stakeholders.

    Supply Chain Performance &

    Development
     Leads continuous supply chain improvement and innovation initiatives within area of

    operations managed. Defines operational performance targets, monitors

    performance, anticipates and mitigates risks for timely corrective actions.

    Desired Experiences For Entry Into The Role

    • Experience in managing an area of supply chain operations including coordination with internal and external stakeholders;
    • Experience in implementing operational supply chain strategies in a country;
    • Experience in designing and implementing supply chain, retail and partnership networks;
    • Experience in managing relationships and national capacity building initiatives with UN agencies, NGOs, private sector and/or government organizations;
    • Experience evaluating and selecting service providers and/or suppliers;
    • Experience identifying operational risks and maintaining documentation on emergency preparedness;
    • Experience in implementing approved corrective actions to improve performance and monitoring progress;
    • Experience supervising professional staff.

    Method of Application

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