Business Support Assistant-Partnership Intern
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.
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. The organization has the global footprint, deep field presence and local knowledge and relationships necessary to provide access to food and contribute to lasting solutions, especially in many of the world’s most remote and fragile areas.
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 Karamoja 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 a qualified graduate for the position of Business Support Assistant-Partnership Intern, SSA3 to be based at South West Area Office at Kyenjojo under the internship project. Selected candidates will be employed on Special Service Agreement. (6 months).
The World Food Programme is the world's largest humanitarian agency, fighting hunger worldwide. We are currently seeking to fill an internship position under the WFP South West Area Office based at Kyenjojo. The Internship will be for an initial period of 6 months starting from 1st January 2022
The selected candidate will assist with efficient and effective funds management of Cooperating Partner Field Level Agreements and Financial Service Providers contracts through invoice process management and funds tracking systems for all WFP programmes implemented by South West Area Office.
KEY ACCOUNTABILITIES (1/2)
Cooperating Partners and Financial Service Providers’ Invoice Management.
- Coordinate and work with Cooperating Partners and Financial Service Providers to ensure adherence to timely invoice submission as per the invoice process flow chart and compliance to the invoice management checklists.
- Receive and carry out second level review of invoices from the Field Offices, against the checklists, and ensure relevant feedback is provided to Field Offices
- Invoice review at the Area Office and provide timely feedback to the key stakeholders.
- Responsible for the Programme role in invoice tracking system (ITS) in relation to financial service provider invoice handling and process for example invoicing matching
- Track Cooperating Partners and Financial Service Partners invoice flow in WFP to ensure efficiency in the process and partners are advised accordingly
- Follow up with finance to ensure payment of the cleared Cooperating Partner and Financial Service Partners invoices.
- Timely update the invoice tracker at Area Office and follow up on similar actions at the Field Office and Finance unit
- Draft and share regular updates/status on invoice process with Field Office team leaders, Area Office, and Country Office Management
- Ensure proper record keeping and filing of Field Level Agreements (FLA's), invoices (both hard and soft) and other documents on all information pertaining invoice management at the Area Office on shared points for easy access by the team.
KEY ACCOUNTABILITIES (2/2)
Resource Management and WINGS
- Raise and manage Purchase Orders (PO) for Cooperating Partners in compliance to the WFP resource management standards, guidelines and procedures
- Raise and manage service entry sheets for Cooperating Partners and Financial Service Providers’ Programme implementation costs in compliance to the International Public Accounting Standards (IPSAS)
- Organize spot-check missions to Cooperating Partners in relation to invoices and accountability.
STANDARD MINIMUM QUALIFICATIONS
- Currently enrolled and have attended University courses in the last 12 months inclusive of having completed at least two years of undergraduate studies or have recently graduated in the last 6 months with University degree in Nutrition, Agriculture, Education, Rural Development, Development Studies, Food Science and Social Sciences or related field.
- Proficiency in MS Office (Word, Excel, Power Point);
- Fluency in both oral and written communication in the UN language in use at the duty station and in the duty station’s language, if different
- A resident of the local Area (Should originate from the targeted local region (South West), born and staying in the region)
4Ps CORE ORGANISATIONAL CAPABILITIES
- Understand and communicate the Strategic Objectives: Coaches team in the most effective ways to communicate WFP’s Strategic Objectives to WFP team and partners in the field.
- Be a force for positive change: Implements new methods or tools to improve team’s work processes and productivity.
- Make the mission inspiring to our team: Maps team’s activities and tasks to specific successes in beneficiary communities to showcase positive impact.
- Make our mission visible in everyday actions: Explains to teammates how each unit contributes to the overall WFP mission.
- Look for ways to strengthen people's skills: Identifies skill development opportunities such as training modules or on-the-job experiences for self, colleagues and direct reports.
- Create an inclusive culture: Facilitates team building activities to build rapport in own unit.
- Be a coach & provide constructive feedback: Facilitates the pairing of junior colleagues with coaches within own team.
- Create an “I will”/”We will” spirit: Proactively anticipates potential challenges and develops mitigation plans to ensure that team meets goals and targets.
- Encourage innovation & creative solutions: Identifies opportunities to be creative in own work and to help team be more innovative and accurate in their respective tasks and areas of work.
- Focus on getting results: Monitors team’s deliverables and provides feedback to ensure outcomes are delivered consistently and accurately.
- Make commitments and make good on commitments: Provides accurate guidance to team on expected responsibilities and tasks, whilst also upholding own commitment to the team.
- Be Decisive: Sets an example and provides guidance to junior team members on when to escalate issues when faced with challenging issues in the workplace or in the field.
- Connect and share across WFP units: Facilitates partnerships with other WFP units to accomplish missions in the field.
- Build strong external partnerships: Sets an example and provides guidance to team on how to build relationships with external partners.
- Be politically agile & adaptable: Articulates to colleagues or direct reports the value of contributing to other WFP teams and agency partnerships in fulfilling WFP’s goals and objectives.
- Be clear about the value WFP brings to partnerships: Organizes, monitors, and prioritizes own and team’s efforts to ensure that they will fulfill the needs of internal and external partners.
DEADLINE FOR APPLICATIONS
28th December 2021
Female applicants and qualified applicants from developing countries are especially encouraged to apply
WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status.
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.