Latest Job Vacancies at World Food Programme (WFP)

Administration jobs, Secretarial jobs, Procurement jobs, Store-keeping jobs, Supply Chain jobs, 

Administration Assistant (Events Management)

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)

  • Coordinates with the Travel Management Company and/ or Procurement team to book events, Conference Facilities and Hotel rooms. 
  • Guide staff requesting Event bookings on the right procedures to follow.
  • Respond to Event Management queries and provide timely and accurate guidance.
  • Manage and maintain records and databases related to Events Management, to ensure information is organized and readily available for staff.
  • Give feedback to Business Support assistants on new procedures related to Events Management, and support on issues that they may have.
  • Follow with the Travel Management company on any issues raised, or documented lack of customer service.
  • Maintain relationships with a range of individuals through provision of business support to assist in information sharing and service delivery to staff.
  • Proof-read reports, documentation, correspondence, etc., making changes in line with established guidelines where appropriate.
  • Contribute to improvement of business procedures and processes.
  • Collect and perform basic analysis of data to contribute to quality business information management.
  • Provide guidance to junior colleagues in performing their duties.
  • Provide inputs to routine methods and practices in own area of work, to support the office
  • Continuous improvement of services provided
  • Will be required to take on additional responsibilities in the field of facilities, transport, and contract management in the absence of the focal point. 
  • 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.

Procurement Associate (Goods and Services)

ORGANIZATIONAL CONTEXT

  • 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.
  • The Procurement Associate will report to the Regional Procurement Officer and be responsible for providing overall strategic and reporting support to the procurement function.

KEY ACCOUNTABILITIES (not all-inclusive)

  • Perform operational coordination and administrative procurement activities in a timely and efficient manner following standard processes and contributing to the effective procurement of goods and services.
  • Carry out market research activities to identify and recommend potential suppliers, compile data/documents to support the selection of suppliers in line with the WFP Vendor Management policy. 
  • Compile data, prepare and distribute documents, to support successful procurement programs and operational activities, (e.g. issue tenders, evaluate offers and negotiate/award contracts), ensuring standard processes are followed.
  • Manage updates and further develop databases and records, to ensure information is accurate, organised, and available for others to access, and supports reporting requirements.
  • Contribute to negotiations with new suppliers on terms and conditions of orders, in order to obtain the best terms and lowest costs for WFP.
  • Prepare Purchase Orders, contracts and any supporting documentation for approval by the appropriate stakeholder, and approve purchases within delegated authority, to enable the swift purchase of goods and services.
  • Resolve issues related to delivered goods, using initiative, liaising with all parties and following standard processes, to ensure timely and accurate resolution of problems.
  • Research, collect and analyse data in order to produce reports to enable informed decision-making by Procurement Officers, and consistency of information presented to stakeholders.
  • To assist RBN Country Offices’ review of Procurement cases to ensure accuracy, integrity and best interest of WFP.

STANDARD MINIMUM QUALIFICATIONS

  • Education: Bachelor’s Degree in Procurement, Supply Chain, Social Sciences, or any other related field.
  • Experience: Minimum 6 years of working experience with 2 years in a similar role. 
  • Knowledge & Skills: Knowledge of UN procurement is an advantage. Good knowledge and understanding of Microsoft Office, ERP (SAP based applications). Good presentation skills.
  • Languages: Fluency in both oral and written English

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

  • Demonstrated familiarity with locally purchased commodities/goods/services (e.g., cash based, in-kind donations).
  • Experience conducting supplier research and coordinating with retailers, wholesalers and traders.
  • Demonstrated knowledge of procurement processes and linkages with other operations (e.g., logistics).
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