Finance and Administration Assistant

DEADLINE FOR APPLICATIONS

14 October 2024-23:59-GMT-03:00 Brasilia Standard Time (Sao Paulo)

ABOUT WFP

The World Food Programme is the world’s largest humanitarian organization saving lives in emergencies and using food assistance to build a pathway to peace, stability and prosperity, for people recovering from conflict, disasters and the impact of climate change.

At WFP, people are at the heart of everything we do and the vision of the future WFP workforce is one of diverse, committed, skilled, and high performing teams, selected on merit, operating in a healthy and inclusive work environment, living WFP's values (Integrity, Collaboration, Commitment, Humanity, and Inclusion) and working with partners to save and change the lives of those WFP serves.

To learn more about WFP, visit our website:
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).

Background

The Centre is an innovation that seeks to respond government demands for technical support to strengthen their national capacities and knowledge on sustainable school feeding and to support them in the design and management of healthy and sustainable national school feeding and other hunger programmes. For more information, visit


At WFP Brazil, we are looking for talented professionals to support our Finance and Administration team in Brasilia. As Finance Admnistration Assistant, you will work under the general supervision of the Centre´s Director and reports directly to the Finance and Administration Associate, and indirectly to the Finance Officer.

**Responsibilities**:
Accountabilities: Within delegated authority, the Finance and Administration Assistant will be responsible for the following duties:

- Monitor payable, advance and other receivable items taking necessary action to ensure adequate registration and settlement in corporate systems. Prepare necessary cash receipt and journal vouchers as applicable.
- Initiate payment processing, review information uploaded in the system, guide staff about the referred documents and ensure payments have all proper documentation and approvals throughout the entire flow of payment process (deriving from Procurement, Travel, Human Resources or from other sources);
- Verify vendor claims and contracts for accuracy and conformance with WFP finance rules and regulations; perform claim verifications against documentation to ensure that purchases/services are properly authorized and that the goods have been received or services rendered and ensure timely recording and processing of vendor invoices;
- Assist in monitoring status of expenditures and allotments through WFP corporate systems, record variations, update and consolidate budget tables for all office grants when needed.
- Prepare monthly expenditure and income forecast tables to support informed decision-making regarding replenishment of the local Imprest Account.
- Perform bank reconciliation and maintain relevant General Ledger Accounts. Bring any discrepancy or inaccuracy to the attention of the supervisor, initiate and follow up corrective actions.
- Extract and input data from various sources in administrative, human resources, procurement and other WFP corporate systems to support preparation and submission of monthly and annual reports packages to HQ.
- Assist in the preparation of budget, accounting, financial and statistical reports for internal use and for donors, as required; Guide and train colleagues from other areas in the office engaged in analysing/translating financial reports into narrative.
- Assist in setup and implementation of proper accounting procedures, systems and internal controls;
- Provide guidance and on-the-job training to other staff, to ensure services are delivered consistently and to the required standards.
- Draft or prepare correspondence to respond to enquiries in respect to relevant financial, administration and audit matters; Set up, classify and maintain eletronic and physical files;
- Review and maintain updated data of corporate systems for: fixed assets, fleet management system and premises administration to ensure that all information entered is accurate.
- Review and support travel related processes.
- Negotiate terms of contracts with service providers and other stakeholders, when applicable.
- Process month