Administration Assistant (Events Management), Fixed Term G5 Regional Bureau for Eastern Africa (RBN)

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SAVING LIVES.CHANGING LIVES.

WHAT IMPACT WILL YOU HAVE WORKING WITH US?

My WFP Story

“Be passionate about WFP’s mission. It’s good to take time and get to know people by networking. WFP will give you an opportunity to become a sound and reliable professional. Don't forget to have fun while at it.” – Partnerships Officer

The United Nations World Food Programme (WFP) seeks individuals of the highest integrity and professionalism who share our humanitarian principles.

WFP does not charge a fee at any stage of the process (Application, Technical Assessment, Interview)

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

WFP LEADERSHIP FRAMEWORK

These are the common standards of behaviour that guide HOW we work together to accomplish our mission.

Leads by Example with Integrity Drives Results and Delivers on Commitments Fosters Inclusive and Collaborative Teamwork Applies Strategic Thinking Builds and Maintains Sustainable Partnerships Lives the WFP values and shows humanity and integrity by role modelling care for others

Delivers on commitments and adapts readily to change

Is inclusive and collaborative, and contributes to a culture of learning and personal growth

Demonstrates commitment to gather perspectives, analyse options and risks, and propose new ways of doing things

Builds and nurtures external partnerships and collaborates with partners to deliver common objectives

Different expectations of behaviour are defined depending on your grade and role/responsibilities within WFP.

FUNCTIONAL CAPABILITIES

Capability Name Description of the behaviour expected for the proficiency level Business Support Services & Reporting Exhibits ability to convert business plans into clear actions for team members to support the implementation of the program. Collects and reports data to draw out fact-based insights. Internal Controls & Risk Management Demonstrates basic knowledge of internal controls, risk management, and monitoring mechanisms and their applicability to immediate client’s critical activities. Resource Management Monitors trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders and key clients. Specialised Knowledge in Administrative Services Demonstrates a broad or specialist knowledge of administration best practices, techniques and processes, and a good grasp of WFP standards, processes, and infrastructure in area of responsibility; applies this to ensure the provision of efficient and effective administration services. Customer Focus Monitors and supervises administrative work against the established standards and protocols for service excellence. Ensures that customer problems are identified and resolved.

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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WFP has a zero-tolerance approach to conduct such as fraud, sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to WFP’s standards of conduct and will therefore undergo rigorous background verification internally or through third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Misrepresentation of information provided during the recruitment process may lead to disqualification or termination of employment

WFP will not request payment at any stage of the recruitment process including at the offer stage. Any requests for payment should be refused and reported to local law enforcement authorities for appropriate action.