Programme Associate – Invoices and Payments

WHY JOIN WFP? 

• WFP is a 2020 Nobel Peace Prize Laureate.
• WFP offers a highly inclusive, diverse, and multicultural working environment.
• WFP invests in the personal & professional development of its employees through a range of training, accreditation, coaching, mentorship, and other programs as well as through internal mobility opportunities.
• A career path in WFP provides an exciting opportunity to work across the various country, regional and global offices around the world, and with passionate colleagues who work tirelessly to ensure that effective humanitarian assistance reaches millions of people across the globe.
• We offer an attractive compensation package (please refer to the Terms and Conditions section of this vacancy announcement).

KEY ACCOUNTABILITIES (not all-inclusive, within delegated authority):

Under the direct supervision of Programme Policy Officer and overall direction of the Head of Programme at the Area Office, the Programme Associate, will plan and process in-kind (IK), Cash-based Transfers (CBT) and capacity strengthening related costs to Cooperating Partners and line Ministries from end-to-end: 

• Review and reconcile a variety of financial and operational reports related to Cooperating Partners (CPs) management.
• Prepare periodic reports, related to WFP engagement with CPs and Government ministries for internal and external use.
• Ensure timely creation of Service Entry Sheets (SESs) for In-Kind activities.
• Coordinate with CBT & IDM focal point and ensure that Top-up information from SCOPE is shared with the CPs for review and invoicing purposes monthly.
• Coordinate with CBT & IDM focal point and ensure CBT related costs invoices from SCOPE are shared with Area Offices (AOs) for verification and follow up for submission by CPs.
• Liaise with the CPs to submit invoices to Finance Unit for uploading in Invoice Tracking Systems (ITS) in a timely manner, review the invoices for correctness and completeness and follow up for corrections, where.
• Ensure the creation of Service Outline Agreements (SOAs), Purchase Orders (POs) as soon as the Field Level Agreements (FLAs) are signed or extended.
• Liaise with Finance Unit on CPs invoice payment and inform the CPs promptly.
• Provide training to CP staff and AO staff on invoicing and payments procedures and process flow.
• Plan and assist in the closure of projects in relation to payments to CPs.
• Liaise with CPs to obtain vendor details and submit for creation/amendment of vendors.
• Ensure and coordinate weekly CP unit invoice processing status report is shared with AO management.
• Monitor GRIR and ITS records to ensure IPSAS compliance.
• Support the implementation of Spot Checks findings at the CP levels.
• Undertake budget and financial analysis and tracking.
• Provide efficient budget and financial analysis related to CP’s budgets and expenditures, in line with WFP guidance and operational requirements (e.g., comparisons between partners, over time etc.)
• Monitor funds utilization, advance financing, and refinancing arrangements, and alert relevant internal stakeholders to approaching deadlines and potential resource shortfalls/surpluses.
• Conduct budget reviews for agreements with CPs as well as reviews of the CPs’ financial reporting.
• Maintain accurate records and files for CPs invoices and support documentation.
• Perform other related duties as required.

QUALIFICATIONS AND EXPERIENCE:

• Education: Completion of secondary school education OR University degree (Diploma/Bachelor) in Finance, business, economics, and any other related field.
• Experience: At least six (6) years of experience with a secondary school certificate OR University degree (Diploma/bachelor’s degree) with a minimum of Two (2) or more years in a similar role, where invoice processing was a significant part of the role.
• Language: Fluency (level C) in English and Somali Languages.

OTHER SKILLS AND KNOWLEDGE REQUIRED:

• Experience in financial management and reconciliation, including report review and CP invoice record-keeping.
• Experience with budgeting, budget review/analysis and financial analysis.
• Strong skills in reporting and analysis, with the ability to prepare periodic reports and conduct budget reviews.
• Proficiency in invoice and payment processing, such as SES creation and project closure tasks.
• Effective coordination and communication abilities to liaise with stakeholders for updates and corrections.
• Experience in procurement and contract management, including SOA and PO creation and Spot Checks support.
• Capability to provide training and capacity building to CP and AO staff on invoicing procedures.
• Expertise in budget oversight and ensuring compliance with WFP’s operational requirements.
• Proficiency in Microsoft (MS Excel)

Source: https://wd3.myworkdaysite.com/en-US/recruiting/wfp/job_openings/job/Hargeisa-Somalia-The-Dem-Rep/Programme-Associate—Invoices-and-Payments—G6—Hargeisa_JR107149