Finance Assistant SC5
PURPOSE OF THE ASSIGNMENT:
Under the direct supervision of the Finance and Administration Officer, the employee is expected to coordinate and provide finance, budget and administration support services involving the recording and interpretation of financial and budgetary information to ensure the efficient functioning of the support services and inform decision-making.
KEY ACCOUNTABILITIES:
1. Assist in providing procedural and technical support to staff within the areas of finance and budget, to ensure compliance with WFP financial policies, rules and regulations.
2. Monitor monthly expenditure forecasts and provide expenditure reports in order to facilitate informed decision-making.
3. Monitor the sub-imprest bank and petty cash accounts regularly, to ensure that adequate funds are available and appropriately disbursed.
4. 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.
5. Assist in compiling information from various sources in order to prepare reports relating to budgets, accounting, finance and statistics.
6. 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.
7. Perform administrative duties related to the monitoring and recording of fixed assets, spend on fuel and spare parts for vehicles and generators, to ensure that the databases are accurately updated.
8. 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.
9. 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.
10. Provide guidance and on-the-job training to other support staff, to ensure services are delivered consistently and to the required standards.
SPECIFIC JOB REQUIREMENTS
11. Prepare VAT Reimbursement Report and Coordinate with Tax Office
12. Serve as a Focal Point for Local Banks and Provide Support for WFP Staff
13. Provide Backup Support for Finance Associate
14. Prepare Payment Orders
15. Manage Petty Cash as a Cashier
16. Manage Invoices via Electronic Invoice Portal
17. Handle Logistics VAT Exemption and Report Taxes Online
18. Support during Month-End and Year-End Reporting
19. Contribute to the overall office work, including respective focal points and tasks beyond the above-
mentioned, to jointly deliver the CSP results as one WFP team.
20. Perform any other tasks as required.
DESIRED EXPERIENCE FOR ENTRY INTO THE ROLE:
Has experience collecting and monitoring financial data on projects and programmes, assessing financial health and status, and reporting findings to senior leaders.
STANDARD MINIMUM ACADEMIC QUALIFICATIONS:
Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable; Economic/Finance, Business Administration, Accounting or related fields and/or further university education is an advantage.
Experience: At least 5 years of progressively responsible work experience in the field of finance, accounting, budget, audit or other related field
Language: Fluency (level C) in English and Russian languages, knowledge of Kyrgyz considered an asset.
