Admin & Finance Assistant

JOB PURPOSE

Assisting almost 100 million people in 83 countries each year, WFP is the leading humanitarian organization saving lives and changing lives, delivering food assistance in emergencies, and working with communities to improve nutrition and build resilience. WFP’s response to emergencies - saving lives and livelihoods either through direct assistance, or by strengthening country capacities – remains at the heart of its operations, especially as humanitarian needs become increasingly complex and protracted, such as those brought about by the COVID-19 pandemic.

WFP works with various government entities to reduce vitamin and mineral deficiencies in the Angolan population and prevent stunting among under 2 through food fortification, and production of specialized nutritious foods. In line with the recently signed MoU, WFP Angola will support provincial authorities of Luanda to improve quality and coverage of services for screening, detection, treatment and prevention of acute malnutrition among children under 5 years old. Under bilateral service provision, WFP focuses on strengthening public and private-sector capacity for Angola to better respond to emergencies, including health emergencies such as the covid-19 pandemic.

This position is in WFP Angola Field Office. The Admin & Finance Assistant will support the launch and implementation of a bilateral service provision operation in Angola involving the last mile delivery of medical products and supplies. This is high-profile operation and is in line with key global initiatives such as ’The Grand Bargain’, ’Delivering as One’ and the ’SDG 17 Partnership for the Goals’. The service will be funded by the Global Fund under the Global Fund to fight AIDS, Tuberculosis and Malaria (GFATM) through UNDP as its nominated Principal Recipient on behalf Ministry of Health.

The Global Fund is one of the major investors in the health sector in Angola and through its PR identified WFP as the supply chain partner for a role of 4PL and provision of last mile transport services of medicines and health supplies across in the regions of Benguela and Cuanza Sul. WFP is also expected to support the delivery of COVID19 PPEs for the greater Luanda region and any other region as may be advised by the beneficiary.

WFP will be in charge of overseeing and managing the last mile delivery of pharmaceutical products in support of the Ministry of Health’s in-country health supply chain, and will support any related capacity strengthening initiatives with a view to meeting the project objectives and all aspects of the scope of work.

The Admin & Finance Assistant will report to the Project Manager/Coordinator with horizontal line reporting to Angola Field Office finance/admin focal point, Head of Supply Chain and finance focal point at regional bureau level. This is an important role and successful candidate will be required to closely coordinate with the Finance/Admin focal point at Angola Field Office, UNDP, WFP logistics vendors, and the regional bureau of Johannesburg in performing his/her duties pertaining to the project.

KEY ACCOUNTABILITIES (not all-inclusive)

Provide effective delivery of finance, budget and administration support services in order to facilitate transparent and efficient utilization of financial resources for the implementation and monitoring of deliveries of medicines and other health products to final destinations.
Support the provision of a range of services, including facility and light vehicle management, travel, protocols, etc., information management, to help create a safe and comfortable working environment.
Gather and process information, including dissemination, to support the production of standard documents and reports for the unit to facilitate decision making and efficient management of resources.
Manage and maintain paper and electronic records within the area of responsibility and in accordance with established procedures, to ensure quick and easy access to data, when required.
Undertake research and perform basic analysis of data to assist in the provision of accurate information and effective management of resources.
Be the first point of contact for internal inquiries to facilitate effective resolution of day-to-day issues
Keep abreast of corporate financial and resource management strategies and major ongoing programmatic initiatives, participating as appropriate, drawing on financial and resource management skills.
Focus on the LMD Angola project but also contribute to other CO needs as required.
Report on key data relating to the financial position and results of the Angola LMD project in accordance with corporate governance requirements, ensuring adherence to schedule, accuracy and accounting processes.
Monitor the Angola LMD project budget and forecast for new and ongoing activities in accordance with the organization’s procedures and requirements.
Perform monthly financial reconciliation on a regular basis, in accordance with business requirements.
If necessary, provide basic administrative services, work with contractors and follow standard processes to provide quality and timely services to WFP / Angola LMD project staff.
Gather data and assist in the preparation of accurate and timely Angola LMD project reports, providing UNDP project management team with information on finances, staffing and use of resources to enable them to make informed decisions.
Contribute to the establishment of financial controls and oversight of the status of WFP / Angola LMD project, supporting periodic risk assessments and internal controls to identify areas that may present potential risks for audit, compliance or financial. Provide inputs in support of the continuous improvement of the services provided.
Perform other related functions as required and assigned by supervisor

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives.
Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor.
Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.
Make our mission visible in everyday actions: Articulates how own unit’s responsibilities will serve WFP’s mission.

People

Look for ways to strengthen people's skills: Trains junior teammates on new skills and capabilities.
Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work.
Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.

Performance

Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.
Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.
Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.
Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.

Partnership

Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.
Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.
Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives.
Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.

CONTRACTUAL INFORMATION

This is a 6 month renewable Service Contract
Gross monthly salary - $2500 to $4583
Benefits: Annual Leave, Pension & Medical Insurance

Recruitment Process

Link: https://bit.ly/3HxlA8s