Finance and Administration Officer at World Food Programme (WFP)

Finance & Administration Officer | SC-8 | 

Odessa | One year

🚩 Vacancy Announcement n°: 172501

📢 Job Title: Finance & Administration Officer

📌Type of Contract: Service Contract

➡️ Unit / Division: Administration and Finance Unit / WFP Ukraine

📍   Duty Station: Odesa

➡️ Duration: 12 months (renewable)

⏰ Closing date: Friday, 09 December 2022, midnight (Ukraine Time)

ABOUT WFP

The United Nations World Food Programme 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.

What will you do in this position?

•  Has gained experience in administration.
•  Has demonstrated a high level of proficiency in WFP administrative operating standards in day to day work.
•  Has provided coaching or training to new staff members within area of expertise.

Why work with us?

The war in Ukraine has left an estimated one in three families without enough food, rising to one in two in some areas of the East and South. More than 6 million Ukrainians have been internally displaced and more than 6 million have left the country. Many of those who remain have lost their livelihoods, especially in areas close to the front lines. Millions who fled their homes to the country’s West are preparing for long-term internal displacement. Many who have returned to liberated areas around the capital, Kyiv, are struggling to rebuild their lives, having run out of money or found their homes reduced to rubble.

WFP is quickly scaling up to support 4.7 million people per month inside Ukraine, using a flexible mix of food and cash assistance. We support people wherever they are, including in areas close to the front line.

This is an opportunity for an exciting and challenging Human Resources role in a multi-cultural, hardworking, fun and interdisciplinary HR team. In addition, we offer:

➡️ Meaningful and impactful careers: Our day-to-day work makes a difference in the lives of the people we serve

➡️ Continuous learning and training: We provide learning tools for our staff to continually develop their careers

➡️ Multicultural and stimulating work environment: We encourage gender and cultural diversity to make our teams stronger

How can you make a difference?

In this position you will have to:

1. Manage the existing back-office resources in the Odessa Area (e.g. Finance & Administration, WFP facilities, common premises, ICT etc.) including coordination with Country Office technical units and estimate new requirements aiming at efficiency, cost-effectiveness and timeliness of operations and services.
2. Facilitate the compliance of the services provided (e.g. WFP facilities management etc.) with the corporate Occupational Safety and Health Policy and contribute to the provision of recommendations to the management on improvements/changes.
3. Co-ordinate with other teams in order to ensure that all financial and administrative services are being performed efficiently and in line with the needs of the wider team.
4. Provision of inputs to the country office administrative business processes mapping and implementation of the internal standard operating procedures (SOPs) and other services under their supervision.
5. Oversee the preparation of the Purchase Orders (POs) and other documents for travel activities and others as requested by supervisor.
6. Contribute to and implement WFP country plans, including administrative and financial processes, aligned with WFP CO strategies and policies to facilitate efficient and effective administration service.
7. Develop annual plans, contribute to longer term strategies and improvements to policies, systems and procedures to ensure services provided support WFP strategic objectives and are in compliance with corporate policies, standards, regulations and processes.
8. Oversee the procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.
9. Oversee the management of leases and MOUs for facilities and common premises.
10. Administrative support to conferences, workshops, retreats.
11. Processing and management of invoices and payments related to facilities, common premises, maintenance works etc.
12. Preparation of budget, provision of information for audit.
13. Track and collate data to support others to improve policies, systems and procedures in order to minimise financial risks, improve the efficiency and effectiveness of operations, and ensure services are aligned with business objectives.
14. Support the report on key data for financial status and outcomes of projects in accordance with corporate governance requirements, ensuring accuracy, deadlines, and accounting processes are complied with in close coordination with the Finance team based in Kyiv.
15. Monitor budgets, and carry out forecasting for new and ongoing projects according to established corporate procedures and requirements.
16. Perform bank reconciliations, disbursements, clearance of receivables, overall cash management and monthly financial closures on a regular basis in accordance with corporate requirements.
17. Perform any other related activity as assigned by immediate supervisor.

To join us in saving lives, changing lives, you will need to have…

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: Six or more years of experience with progressively increased responsibility in relevant business stream with experience in general administrative work.

Knowledge and Skills:

• Experience  in administration and finance
• Has experience managing financial transactions. Budgeting, planning, and implementation management preferably managing back-office services
• Full computer literacy on Windows and MS Office is mandatory.
• Knowledge of an ERP system (SAP or equivalent) is an advantage

Language: Fluency (level C) in English and Ukrainian languages.

Before you apply…

WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles. Selection of staff is made on a competitive basis, and we are committed to promoting an inclusive work environment in which diversity is valued and where no form of discrimination is tolerated. We aim to achieve parity in our teams in Ukraine. Qualified female applicants are especially encouraged to apply. CV and cover letter must be submitted in the English language.

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.