Job Description

Vacancy Announcement No. JR107149
Job Title: Programme Associate - Invoices and payments
Contract Type/Grade: Fixed-term G6.
Duty Station: Hargeisa
Contract Duration: 12 Months.
Date of Issue: 19th November 2024. | Closing Date: 3rd December ,2024.

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.

Experiences and Qualifications

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 Proficiency:
• Fluency (level C) in English and Somali Languages.
 Other Skills
• 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)
Female candidates are highly encouraged to apply.

Skills Required

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