World Food Programme, Kampala, Uganda
Closing Date for Applications:
To provide effective specialized support and technical analyses to policy and programme activities that effectively meet food assistance needs.
Contribute ideas to senior officers for improvement to systems, techniques, tools, processes and procedures to better monitor and manage budgets and funds
- Development of budget estimates for transfer & capacity strengthening related costs (Cooperating Partners, staff and other related costs) and implementation costs (staff and non-staff cost) for all activities in close consultation with Area Offices, activity managers and functional leads (VAM, M&E, Nutrition, PDU)
- Consolidation of the quarterly expenditure forecast plans for URT1 and URT 2 and follow up when funds are pushed down to Area Offices or Activity Managers for spending. This will require the preparation of annual and quarterly disbursement forecasts for all components of SO1 activities in line with the programme’s procurement and work plan
- Ensure compliance with internal control framework by coordinating and following up on creation and closure of Purchase Requests (PRs) and Purchase Orders (Pos) by Crisis Response, Nutrition and Area/field offices working closely with Finance, Budget and Programming, Procurement units.
- On a monthly basis, provide to the SO 1 Manager a status of funding made available to the Programme for decision-making and funds advocacy. • In collaboration with the Partnership and other relevant units and offices, ensure cooperating partner budgeting and invoicing meets corporate guidelines for accountability, working closely with Finance and Area Offices.
- Compile data and provide basic analysis, maintain accurate and auditable records and files (e.g. invoices and Memos) and prepare periodic and ad hoc reports to supervisor, to support accuracy and resources efficiency of information presented to internal and external stakeholders.
- In collaboration with activity managers, Budget & Programing and Partnership & Reporting Units, ensure that all obligations arising from donor contribution agreements are met including spending and reporting to support CO’s efforts in timely utilizations of resources.
- For grant relevant contributions, ensure expenses and commitments are raised as per grant/donor specifications and agreement, ensuring timely completion of all associated deliverables and periodic reporting to the donor
- Contribute to the presentations for the SO 1 Manager as required in relevant budget management and governance discussions and functions as required (Linked to above) • Maintain communication with SO/activity managers, AOs and CO units regarding project funds management matters and related processes to clarify any discrepancies and optimize use of funds.
- Support capacity building for WFP field and cooperating partner staff in budget management and accountability issues
- Support CBT operation in coordination and collaboration with budget and programming, finance, procurement units and Area Offices through ensuring:
- POCBs are raised in advance and closed once services are completed • SESs for CBTV and transfer costs are raised in compliance with IPSAS
- Monthly WINGS reconciliation statements for CBT Purchase Orders for Cash Beneficiaries (POCBs).
- Cash distribution reports from the FSPs are effectively and efficiently reviewed according to the SOPs in place and submitted to finance unit for transactions closure
- Finance unit is updated regularly and at appropriate time on CBTV cash need, distribution schedules and changes in plans and the operation
- Area Offices are informed about funding status for CBTV, transfer costs, etc
- Provide technical support and oversight to Area Offices on CP and FSP management in relation to invoicing and reporting, WINGS and ITS
- Support implementation of SOPs for CBT operations
- Other as required.
4Ps CORE ORGANISATIONAL CAPABILITIES
- Understand and communicate the Strategic Objectives: Coaches team in the most effective ways to communicate WFP’s Strategic Objectives to WFP team and partners in the field.
- Be a force for positive change: Implements new methods or tools to improve team’s work processes and productivity.
- Make the mission inspiring to our team: Maps team’s activities and tasks to specific successes in beneficiary communities to showcase positive impact.
- Make our mission visible in everyday actions: Explains to teammates how each unit contributes to the overall WFP mission.
- Look for ways to strengthen people's skills: Identifies skill development opportunities such as training modules or on-the-job experiences for self, colleagues and direct reports.
- Create an inclusive culture: Facilitates team building activities to build rapport in own unit.
- Be a coach & provide constructive feedback: Facilitates the pairing of junior colleagues with coaches within own team.
- Create an “I will”/”We will” spirit: Proactively anticipates potential challenges and develops mitigation plans to ensure that team meets goals and targets.
- Encourage innovation & creative solutions: Identifies opportunities to be creative in own work and to help team be more innovative and accurate in their respective tasks and areas of work.
- Focus on getting results: Monitors team’s deliverables and provides feedback to ensure outcomes are delivered consistently and accurately.
- Make commitments and make good on commitments: Provides accurate guidance to team on expected responsibilities and tasks, whilst also upholding own commitment to the team.
- Be Decisive: Sets an example and provides guidance to junior team members on when to escalate issues when faced with challenging issues in the workplace or in the field.
- Connect and share across WFP units: Facilitates partnerships with other WFP units to accomplish missions in the field.
- Build strong external partnerships: Sets an example and provides guidance to team on how to build relationships with external partners.
- Be politically agile & adaptable: Articulates to colleagues or direct reports the value of contributing to other WFP teams and agency partnerships in fulfilling WFP’s goals and objectives.
- Be clear about the value WFP brings to partnerships: Organizes, monitors, and prioritizes own and team’s efforts to ensure that they will fulfil the needs of internal and external partners.
- Capability Name Description of the behaviour expected for the proficiency level
- Programme Lifecycle & Food Assistance Demonstrates ability to identify key variables and contextual factors that affect food assistance problems and programmes throughout the lifecycle to inform quality programme design or re-design.
- Transfer Modalities (Food, Cash, Vouchers) Demonstrates ability to implement, under guidance, food assistance programmes deploying the full range of transfer modalities with an understanding of basic principles guiding modality selection and implementation.
- Broad Knowledge of Specialized Areas Understands basic technical concepts and data and their relevance to food assistance programmes.
- Emergency Programming Displays capacity to provide inputs into the development, implementation and realignment of high quality emergency programmes.
- Strategic Policy Engagement w/Government Understands and applies basic principles of engagement with government counterparts at the national or local level.
STANDARD MINIMUM QUALIFICATIONS
- A university degree or certificate in the areas of business, finance, accounting, or a similar subject.
- Has supported the preparations and management of budgets in a company or humanitarian/development organization. • Has assisted with the monitoring of budgets/resource plans/pipelines/supply chains.
- Has assisted with budget/allotment related issues within the WFP budget system
- Fluency in oral and written English.
- Capacity to utilize understanding of risk management approaches and internal controls to monitor projects and programmes to confirm regulatory compliance and ensure data integrity.
- Capacity to analyse budgets and forecasts to support the development of recommendations for senior leadership on financial and business planning matters in accordance with Value for Money principles
- Capacity to monitor trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders.
- Understanding of WFP performance management system to gather relevant and accurate information from internal and external sources for inputs to monitoring and/or evaluation processes.
- Demonstrates basic understanding of WFP programme, implementation, and supply chain principles (including project modalities & structures).
- Proven effective cognitive abilities, analytical and problem solving skills;
- Demonstrated learning agility and thirst for constant growth;
- Displayed openness and passion for new experiences and multicultural environments;
- Taken initiatives when implementing programmes;
- Exhibited ability to communicate effectively and build sustainable partnerships across units;
- Deepened technical knowledge through exposure to technical teams;