Finance and Administration Officer - United Nations World Food Programme (WFP)


Location : Brasília, BRAZIL
Application Deadline :02-Jun-13 (Midnight New York, USA)
Type of Contract :FTA Local
Post Level :NO-A
Languages Required :

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.


Background
WFP is the world’s largest humanitarian agency fighting against hunger worldwide. Finding long-term and sustainable solutions to chronic hunger is also a part of the WFP mandate The WFP Centre of Excellence Against Hunger was launched in November 2011. The Centre was established as a partnership between WFP and the Brazilian government, and it was created to support governments in Africa, Asia and Latin America in the areas of School Feeding, Nutrition and Food Security.
The Finance and Administration Officer will be under the overall supervisor of the Centre’s Director and will report directly to the Deputy Director, and also will receive technical guidance from the Regional Finance Officer and related HQ Finance Unit(s).


Duties and Responsibilities

The Finance and Administration Officer will be responsible for the Finance and Administration Unit.

Summary of Key Functions:
• Advice and support the Centre’s management on financial and administrative matters.
• Ensure compliance with WFP financial policies, procedures, rules and regulations.
• Ensure transparent and efficient utilization of WFP’s financial resources.
• Provide regular and ad hoc financial information to the Centre’s management to support informed financial decision making.
• Participate in preparing the WFP budget, budget implementation, monitoring and act as Certifying Officer of the Centre.
• Monitor and advice the Centre’s management on the financial status of Centre and projects (including pending and approved budget; contributions confirmed but not yet available for expenditure; contributions available for expenditure and contributions already expended).
• Contribute to development and implementation of financial policies and procedures.
• Set up proper accounting procedures and systems, internal controls to ensure that proper monitoring mechanisms are in place; identify weakness and address them immediately.
• Ensure that bank reconciliations for WFP accounts are regularly performed and regularly reviewed by designated officials.
• Coordinate Financial closure for entrusted imprest accounts.
• nsure that disbursements are made based on proper authorizations and supported by legitimate and sufficient documentation.
• Ensure proper maintenance of vendor accounts and timely clearance of outstanding advances and other receivables.
• Respond to audit queries and follow-up on audit recommendations.
• Ensure efficient local banking arrangements and compliances with local financial and banking regulations.
• Implement and control WFP corporate system (SAP) and PASport in the Office.
• Ensure integrity and consistency of data in WFP financial and accounting systems.
• Draft correspondence and internal procedural directives relating to budgetary and financial matters.
• Estimate availability of resources and their utilization.
• Evaluate and monitor administrative services;
• Ensure WFP’s administrative resources are fully and properly accounted for and that internal control systems are adequate and functioning;
• Assess expenditure in administration (office premises, assets, travel, etc) for previous years; estimate new requirements and prepare budget plans for designated areas of work;
• Supervise the administration of premises to ensure efficiency, cost-effectiveness and timeliness of operations and services;
• Oversee the maintenance of equipment coordinating with relevant Units;
• Review adequacy of office space requirements and make recommendations;
• Assist or negotiate contracts with vendors and service providers to ensure cost-effective services and of quality and timely service;
• Supervise the recording (inventory), disposal and transfer of office assets for office; evaluate, on a regular basis, the inventory status and transactions in the database; report anomalies and discrepancies for timely action;
• Draft correspondence and internal procedural directives relating to administrative matters;
• Supervise and provide guidance to Finance and Administration unit staff;
• Supervise and control of vehicle and drivers;
• Perform other related duties.

Impact of Results:
The key results have an impact on the overall efficiency of WFP in Brazil on the success in implementation of its strategies, providing accurate analysis and complete accounting, budgetary and financial information as well as, adhering to applicable WFP guidelines, policies and procedures.


Competencies
Corporate Competencies:
- Demonstrate integrity by modeling the UN’s values and ethical standards; Display cultural, gender, religion, race, nationality and age sensitivity and adaptability.
Action Management:
- Effectively manages own work related to multiple tasks or activities. Recognizes opportunities or threats and acts on them with the agreement of supervisor. Responds quickly to emergencies with a solution or a decision. Evaluates own strengths and developmental needs and modifies behaviour based on feedback or self analysis.

Communication:
- Presents information clearly and concisely, verbally and in writing. Listen to and shows understanding of ideas and views of others. Adapts level of language and/or complexity of contents to audience. Shares information and knowledge with all. Communicates respectfully with all individuals regardless of gender, national and cultural background.

Ethics and Values:
- Takes responsibility for own performance. Recognizes the potential for ethical dilemmas and seeks advice to resolve them. Respects and works productively with all individual regardless of gender, national and cultural background. Acts consistently with established procedures and policies.
Teamwork:
- Works productively with broad range of team members, actively participates in and supports team decisions, openly shares knowledge, expertise or experience with team members. Takes constructive actions to resolve team conflict. Gives constructive feedback to team members.
Client Orientation:
- Actively seeks information and opinions of client to understand their requests and to identify their needs and expectations. Meets deadlines for delivery of products or services to clients. Keeps clients informed of progress or setbacks. Explains the rationale for decisions/outcomes to the client. Solicits ongoing feedback from clients.
Cognitive Capacity:
- Systematically extracts pertinent information from relevant sources. Conducts in-depth analysis on issues and problems. Identifies multiple causes of a problem and relationships among the causes.
Interpersonal Relations:
- Respects differing needs and viewpoints. Resolves personal and professional disagreements constructively. Builds effective working relationships within the unit/division/office. Demonstrates sensitivity, tact, and empathy for others.
Stamina & Stress Resistance:
- Maintains effective performance in demanding or uncertain situations (e.g., emergency and/or varied field situations). Maintains a work-life balance to ensure that performance is sustained over the long-term, even under stressful circumstance. Recognises personal limits and reactions to stress. Uses personally effective strategies to cope with stressful situations. Maintains focus in demanding or high pressure situations.
Behavioral Flexibility:
- Identifies positive impacts/benefits of forthcoming changes. Shifts focus between tasks when changes in priorities require it.

Initiative:
- Proposes new ways of accomplishing work objectives. Proactively develops effective solutions to complex problems in own area of expertise. Develops and follows through with a plan of action until desired goals are achieved.


Required Skills and Experience

Please, fill with details and complete data all the required information in the Personal History Form: http://www.pnud.org.br/arquivos/p11.doc  (check bellow how to submitt application)

ATTENTION! Only applications made on UNDP Personal History Form - P11 and submmited on time in the UNDP Jobs System will be examined.

Required Skills and Experience

Education: Advanced University degree (masters or equivalent) in Finance, Business Administration, Accounting or related fields; or University degree in the same subject(s) plus membership in an internationally recognized professional accountancy body such as Association of Chartered Certified Accountants (ACCA), Institute of Certified Public Accountants (ICPA) or equivalent.

Experience: At least three years of postgraduate professional experience in finance and administration.

Language Requirements: Fluency in both oral and written communication in Portuguese and English.

Desirable Skills and Experience

Experience: Experience in UN System and international organizations is considered an advantage. Familiarity with SAP enterprise software application considered an advantage.

Language: Fluency in other UN languages besides English are considered an asset.

SUBMISSION OF APPLICATIONS:

Click "Apply Now". After filling the fields and clicking in "Submit Application", you MUST attach in the next page (upload resume) the UNDP Personal History Form - P11 (instead of your CV).

The P11 can be found in: http://www.pnud.org.br/arquivos/p11.doc  

Only applications made on UNDP Personal History Form - P11 and submitted on time in the UNDP Jobs System will be examined.

All applications will be treated with the strictest confidence. Due to the volume of applications received, receipt of applications cannot be acknowledged individually. Only short-listed applicants will be contacted.

UNDP/WFP is committed to achieving workforce diversity in terms of gender, individuals from minority groups, indigenous groups, afro-descendants and persons with disabilities are specially encouraged to apply.




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