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Business Support Assistant (Administration), G5, Nairobi
KEY ACCOUNTABILITIES (not all-inclusive):
Office Administration and Management
- Plan and deliver the unit’s administrative services including office supplies and stationery, timely.
- As the travel focal point – contribute to the overall development, planning, and implementation of travel and related administrative processes through the SOP ensuring adherence to rules and regulations.
- Collect and perform basic analysis of data to contribute to quality business information management.
- Consolidate and manage leave plans for the unit.
- Facilitate unit meetings and workshops by providing relevant administrative support such as secure meeting rooms and workshop venues, drafting guidance notes for travel, and drafting relevant communication for participants among others.
- In liaison with the Administration Unit, ensure that the office facilities are in good condition.
- Report any breakages or malfunctions in the office, organize cleaning services and appropriate repairs.
- Manage and maintain office records and databases, to ensure information is organized and readily available for staff to support the effective work in the unit.
- Proofread correspondence, memos, notes for the record etc., making changes in line with established guidelines where appropriate and route for signature.
- Respond to standard queries and provide timely and accurate guidance.
- Process and manage routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources.
Cash Assistance Delivery Support
- Contribute to the planning and delivery of cash assistance delivery to beneficiaries.
- Ensure that all planning actions are performed on the corporate cash delivery systems for the timely transfer of cash to beneficiaries.
- Liaison with the relevant activity managers to monitor the availability of funds for monthly cash transfers and communicate any breaks in time for prompt resolution.
- Ensure that Purchase Requests (PRs), Purchase Orders (POs) and related contracts and supporting documentation are in place for the timely delivery of cash.
Procurement
- Coordinates field offices and other staff in the unit to compile the annual procurement projections and assist procurement with the assessment and selection of suppliers for service and equipment maintenance.
- As the focal point for SO1Micro Purchase Order (MPO) ensure micro procurements are done in adherence to the Standard Operating Procedure (SOP).
- Raise Purchase Requests and ensure all purchases are made within approved cost limitations that they are traced, tracked, and expedited and received.
- near ViReceive, invoices/manifest and verify receipts of goods, pouches and other supplies. Dispatch goods/items to various field locations accordingly.
QUALIFICATIONS AND EXPERIENCE:
- Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.
- Experience: Five or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.
Knowledge and Skills:
- Knowledge of specialized 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
Finance Assistant G5
JOB PURPOSE:
To support effective delivery of finance, budget and administration support services in order to facilitate transparent and efficient utilization of financial resources.
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KEY ACCOUNTABILITIES: (not all-inclusive, nor exhaustive):
- Assist in providing the procedural and technical support to staff within the areas of finance and budget, to ensure compliance with WFP financial policies, rules and regulations.
- Monitor monthly expenditure forecasts and provide expenditure reports in order to facilitate informed decision-making.
- Monitor the sub-imprest bank and petty cash accounts regularly, to ensure that adequate funds are available and appropriately disbursed.
- Verify vendor claims, advances and other receivables and observe appropriate procurement procedures, to ensure that suppliers are paid in a timely manner and in conformance with WFP finance rules and regulations.
- Assist in compiling information from various sources in order to prepare reports relating to budgets, accounting, finance and statistics.
- Retrieve, format and validate information obtained from various financial information systems and bring any discrepancy or inaccuracy to the attention of the supervisor and follow up corrective actions.
- Monitor account balances and process financial transactions in an accurate and timely manner, to avoid the occurrence of an overdraft.
- Maintain the web-based register for all invoices and payment transfers and record paperwork, to ensure that all documents are maintained and filed in compliance with WFP standards and guidelines.
- Monitor and record all expenses in line with the approved budget in order to ensure that correct expenditure costs are charged and payments to external suppliers, cash grants and other supplier invoices are processed in a timely manner.
- Provide guidance and on-the-job training to other support staff, to ensure services are delivered consistently and to the required standards
QUALIFICATIONS AND EXPERIENCE:
- Education: Completion of a post-secondary certificate in the related functional area is desirable. An advanced Diploma in Finance, Accounting or in the related field is also desirable. A Degree in the same field and membership in a professional accountancy body is an added advantage.
- Experience: Five or more years of progressively responsible work experience in the field of Finance and Accounting
Language: Fluency in both oral and written communication in English.