ABOUT WFP
The United Nations World Food Programme is the world’s largest humanitarian agency fighting hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need.
The World Food Programme (WFP) is the United Nations frontline agency fighting hunger. WFP reaches more than 80 million people every day – delivering food assistance in emergencies and working with smallholder farmers, communities and governments to improve nutrition and build resilience.
The WFP Regional Bureau for Eastern and Central Africa (RBN) is based in Nairobi and provides strategic direction, technical guidance, resource mobilization and management support to WFP operations and activities in ten countries: Burundi, Djibouti, Eritrea, Ethiopia, Kenya, Rwanda, Somalia, Sudan, South Sudan and Uganda.
ORGANIZATIONAL CONTEXT
These jobs are found in Country Offices (COs), Regional Bureaus (RBs), and Headquarters (HQ). The Job holders report to a Head of Unit, Chief, Administration Officer, or the designate.
At this level job holders are expected to take responsibility for completion of a range of processes and activities requiring some interpretation of standard guidelines/practices. Job holders are able to recommend a course of action to staff at various levels and may allocate tasks to other support staff.
JOB PURPOSE
To deliver a wide range of administration processes and activities for a specific professional area of work, to facilitate effective service delivery
KEY ACCOUNTABILITIES (not all-inclusive)
1. Coordinates with the Travel Management Company and/ or Procurement team to book events, Conference Facilities and Hotel rooms.
2. Guide staff requesting Event bookings on the right procedures to follow.
3. Respond to Event Management queries and provide timely and accurate guidance.
4. Manage and maintain records and databases related to Events Management, to ensure information is organized and readily available for staff.
5. Give feedback to Business Support assistants on new procedures related to Events Management, and support on issues that they may have.
6. Follow with the Travel Management company on any issues raised, or documented lack of customer service.
7. Maintain relationships with a range of individuals through provision of business support to assist in information sharing and service delivery to staff.
8. Proof-read reports, documentation, correspondence, etc., making changes in line with established guidelines where appropriate.
9. Contribute to improvement of business procedures and processes.
10. Collect and perform basic analysis of data to contribute to quality business information management.
11. Provide guidance to junior colleagues in performing their duties.
12. Provide inputs to routine methods and practices in own area of work, to support the office
13. Continuous improvement of services provided
14. Will be required to take on additional responsibilities in the field of facilities, transport, and contract management in the absence of the focal point.
15. Other as required.
STANDARD MINIMUM QUALIFICATIONS
Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.
Language: Fluency (level C) in English language
DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE
Experience: Five (5) years of progressively responsible experience in in the area of administration and a minimum of two (2) years in a similar role is desirable.
Knowledge and skills:
- Has demonstrated an ability to perform all routine administrative activities in line with WFPs operating standards through day to day work
- Has supported in providing ad-hoc guidance to new staff members
- Has Knowledge of working with an Events Management Company.
TERMS AND CONDITIONS
Type of contract: Fixed Term
Unit/Division: Administration/WFP Regional Bureau for East Africa (RBN)
Duty Station(City, Country): Nairobi, Kenya
Duration of contract: 12 months (with possibility of extension)
DEADLINE FOR APPLICATIONS
Applications must be submitted by Tuesday 18, July 2023 (11:59 PM CET).
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