Thinking of a Career in Emergency Management?
- BY Nicole Pelette
Background and justification
UNICEF Kenya country office moved offices from Block D to Block Q in May 2018. In April 2019, the office archives were also moved from the Limuru premises to premises near the office in Gigiri. Because of these two major movements, diverse categories of documents require sorting and arrangement for ease of access.
UNICEF Kenya country office Finance Unit maintains files of Partners Designated Officers Forms from IPs. These forms are not systematically filed by the Sections. Finance Unit as the last check point on the correctness of the FACE forms needs to make sure these documents are systematically filed. A database containing the information on current IPs and their PDOs needs to be developed to help ease verification of signatures appended on the FACE forms during the advancement and liquidation of DCTs from the Implementing Partners. This exercise will give additional assurance to the office that the DCT requests for funds from the implementing partners are signed by the authorized/designated officials of the IPs.
Finance needs to develop and regularly maintain a database on these TAs and their age and submit to the Finance Associate in charge of payroll deductions for upload in the payroll system monthly.
Further, UNICEF Kenya implemented the PUSH and TRACK system to help in monitoring and managing the movement of invoices in the office to avoid unnecessary delays in the payment process. Delays in the processing of invoices could pose a reputational risk for the office. There is a therefore a need to ensure that the movement of documents in the PUSH and TRACK is marched by physical movement/submission of documents to Finance for uploading in the Service Gateway to ensure accuracy of the reports that are generated by the PUSH and TRACK system.
Scope of work
Under the supervision and guidance of Finance/Accounts Officer, the intern will carry out the following tasks:
Help in tracing and following up documents that are submitted to Finance through the PUSH and TRACK system but there is a delay in submitting the hard copies for processing.