Finance and Administrative Assistant

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Description

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The job holder is responsible for overall financial and administrative tasks related to Bokhtar field office, as well for the support of Programme team in organizing training and seminars according to WFP guidelines, policies, and practices. The job holder ensures that all finance and administrative responsibilities are delivered in timely manner. The job holder will report to the Head of Field Office in Bokhtar.

• Liaise with the Country Office Finance and Administration Unit, counterparts, and other parties in the preparation of contracts, budget, and payments, as tasked by the Head of FO.
• Monitor the sub-imprest bank and petty cash account regularly, to ensure the adequate funds available and appropriately disbursed.
• Verify vendor claims, advances, payment requests (including supporting documents), disbursement vouchers, Cooperating Partners’ (CPs) financial reports and other receivables and observe appropriate procurement procedures, to ensure that suppliers, CPs are paid in a timely manner and in conformance with WFP finance rules and regulations.
• Monitor and record all expenses in line with the approved budget to ensure that correct expenditure costs are charged and payments to external suppliers, cash grants and other supplier invoices are processed in a timely manner.
• Maintain the web-based register for all invoices and payment transfers and record paperwork, to ensure that all documents are maintained and filed in compliance with WFP standards and guidelines.
• Assist in compiling information from various organization sources to prepare reports relating to budgets, accounting, finance and statistics.
• Perform administrative duties related to the monitoring and recording of fixed assets, spend on fuel and spare parts for vehicles and generators, to ensure that the databases are accurately updated.
• Asset management. Act as Assets Focal Point and conduct the physical count.
• Fleet Management. Supervise drivers, update FMS on a regular basis (Maintenance and fuel entries), assign vehicles through Humanitarian Booking Hub. Provide monthly Admin related reports on Fleet and Assets management.
• Stock management. Keep accurate records on stationery and spare parts stock.
• Perform a variety of administrative tasks related to project implementation, including screening, and collecting all programme/ project documentation, archiving of project documents.
• Provide guidance and on-the-job training to other support staff, to ensure services are delivered consistently and to the required standards.
• Collect, compile, and provide information when required, support programme and project staff in preparation of different presentations, reports, etc.
• Make the required travel arrangements, accommodation, venue, and other logistics for workshops, trainings, seminars, etc.
• Perform other tasks related to Bokhtar FO premises and its operations as requested by Head of FO.

STANDARD MINIMUM QUALIFICATIONS

Education:

• Completion of secondary school education. Bachelor’s degree in Accounting and Finance, Mathematics, Computing, Development and/or Business Administration or other related subjects would be desired.

Experience:

• At least 5 years of progressive experience in administration and finance.
• Demonstrated experience in preparation of financial and admin reports.

Knowledge & Skills:

• Previous experience of working for international organizations in administration and finance.
• Knowledge of Excel or specialized programs for asset management.
• Experience in working for complex local development programmes is an asset.
• High sense of responsibility, willingness to take initiative, excellent communication skills and team spirit are important assets.
• Affinity with the mandate and role of the United Nations.

Languages:

• Fluency (level C) in English language and Tajik. Fluency in both Tajik and Russian is advantage.

Source: https://career5.successfactors.eu//career?career_ns=job_listing&company=C0000168410P&navBarLevel=JOB_SEARCH&rcm_site_locale=en_GB&career_job_req_id=833004

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