WFP Somalia Programme Assistant (Invoice Processing) Job in Nairobi, Kenya

UN World Food Programme – Somalia

Vacancy Announcement No. 005/2015 

Position No. 15-0017655
 

Post Title: Programme Assistant (Invoice Processing)
 

Contract type: Service Contract 
 

Post Grade: SC 4
 

Duty Station: Nairobi
 

Duration: 1 year (initial)
 

Closing Date: 8th April 2015
 

Organizational Background: The World Food Programme Somalia activities include food assistance for relief, emergency school feeding, humanitarian air and logistics services, food coordination and emergency rehabilitation projects.

This position is open to qualified Kenyan candidates with good knowledge of the local area. Female candidates in particular, are encouraged to apply.

Duties and Responsibilities:

Under the direct supervision of the Senior Programme Assistant and the overall supervision of the Programme Officer, the incumbent will be responsible for the following duties:

• Request creation of vendors for new Cooperating Partners (CPs);


• Create Service Outline Agreements (SOAs) and Purchase Orders (POs) as soon as the Field Level Agreements (FLAs) are signed or extended;


• Verify invoices and supporting documents ensuring Cooperating Partners (CPs) reports are attached and certified;


• Maintain and regularly update invoice tracking system;


• Prepare waybills analysis and create Service Entry Sheets;


• Maintain link with Finance Unit on invoice processing and follow-up with Area Offices and partners on incomplete invoices;


• Prepare weekly updates and share with management and Area Offices;


• Monitor open Purchase Orders (POs) and ensure closure upon completion of activities;


• Maintain files to keep proper audit tracks;


• Liaise with other units to resolve issues and clarify or obtain additional information;


• Maintain accurate records and files within the field of work;


• Draft correspondence related to the field of work;


• Perform other duties as required.

Minimum Qualifications:

Education:

• Secondary school education, preferably supplemented by courses in a field related to WFP programmatic activities.

Experience:

• At least three years of progressively responsible support experience including at least one year in the field of accounting, transport, insurance, statistics, operations or another related field. 


• At least one year at G3 level or equivalent.

Language:

• Fluency in both oral and written communication in English is a requirement.

Knowledge:

• Experience utilising computers including word processing, spreadsheet and other software packages.


• Knowledge of WFP regulations and rules, and WFP policies and procedures in the area of work would be an added advantage.

Interested and qualified candidates are requested to submit online applications only according to the following procedures:

Note: You must complete Step 2 in order for your application to be considered for this vacancy.
 

Applications that do not meet the above requirements will be disregarded.
 

Only shortlisted candidates will be contacted.