Finance & Administrative Officer

TERMS OF REFERENCE

Job Title                    : Finance & Administrative Officer

Functional Title       : Support Services Officer

Work Area                : Support Services

Contract Type          : Fixed Term.

Grade                        : NOA (National Officer Level A)

Contract Duration   : 1 year as a probatory period. 

Duty Station             : San Salvador/ El Salvador.

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.

ORGANIZATIONAL CONTEXT:

This position is based in Country Office El Salvador, and report directly to the Country Director or the designate.

To support the stewardship of WFP’s resources, monitoring budgets, forecasting, reporting on key data, Job holders apply considerable knowledge derived from educational training and practical experience, exercise independent analysis for further reviews and decisions, overseeing: Finance, Administration, IT and Budget activities in the office.

JOB PURPOSE:

Plan, implement and coordinate integrated Support Services with all WFP units to ensure a timely and effective support to stewardship of WFP’s resources, monitoring budgets, forecasting, reporting on key data; delivery of quality, customer-focused, value for money and to support the delivery of efficient and effective IT services, in line with WFP’s strategy.

ACCOUNTABILITIES:

Finance & Budget:

1. Maintain awareness of corporate finance and resource management strategies and major ongoing programmatic initiatives, participating where appropriate using finance and resource management expertise. 
2. Ensure financial controls and insight into WFP performance, supporting periodic risk and internal control assessments to identify areas which may present potential audit, compliance or financial risks.
3. 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. 
4. Monitor budgets and carry out forecasting for new and ongoing projects according to established corporate procedures and requirements.
5. Supervise the Budget & Programming Unit to ensure the delivery of budget and resource analysis and programming activities.
6. Support the managers in applying best practices to ensure the efficient, effective and compliant utilisation of funds.
7. Perform bank reconciliations, disbursements, clearance of receivables, overall cash management and monthly financial closures on a regular basis in accordance with corporate requirements.
8. Collate data and contribute to preparation of accurate and timely reporting, providing management with financial, staffing and resource usage information to enable them to make informed decisions.
9. 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.
10. Guide and supervise more junior staff, acting as a point of referral and supporting them with more complex analysis and queries.
11. Follow standard emergency preparedness practices to ensure WFP is able to quickly respond and deploy food and needed resources to affected areas at the onset of the crisis.

Administration:

12. Ensure the compliance of the services provided (e.g. WFP managed facilities, assets and travel management, etc.) with the corporate Occupational Safety and Health Policy.
13. Contribute to a WFP country plan, including administrative processes, aligned with country and wider WFP strategies and policies to facilitate efficient and effective administration services.
14. Support management of existing resources in the area of responsibility (e.g. WFP managed facilities, assets and travel management, etc.) and assist in identification of new requirements aiming at efficiency, cost-effectiveness and timeliness of operations and services.
15. Support a culture of environmental sustainability throughout WFP by role modelling actions that drive sustainability in all administrative activities.

IT:

16. Lead the planning and implementation of Information Technology (IT) service to the office
17. Supervise the IT Unit to ensure the delivery of efficient and effective IT and Telecommunications (TC) services, contributing to sound, innovative solutions to staff and Government as requested.
18. Support the budgeting, planning and deployment of IT and Telecommunications systems that are aligned with business needs, in accordance with WFP corporate standards.
19. Other as required.

FUNCTIONAL CAPABILITIES:

EXPERIENCES FOR ENTRY INTO THE ROLE:

• At least three years of experience in financial analyses at a national and/or operational level, managing financial and administrative transactions.  
• Minimum of three years of experience leading medium size multi-disciplinary teams.
• Demonstrated thought leadership, management, strong communication, negotiation, team building, and strategic visioning skills. 

STANDARD MINIMUM ACADEMIC QUALIFICATIONS:

TALENTED WOMEN ARE ENCOURAGED TO APPLY