Administration Associate (Protocol) G6

ABOUT WFP

The mission of WFP is to end global hunger. 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.

WFP supports national, local and regional food security and nutrition plans. It partners with other United Nations agencies, international organizations, non-governmental organizations, civil society and the private sector to enable people, communities and countries to meet their own food needs.

JOB PURPOSE

Protocol Documents Applications, Submissions and General Duties.

Prepare and/or review and facilitate the submission of protocol applications for Kenya Country Office, Regional Bureau and Somalia Country Office, including the International staff members and their official dependants (spouse and children) of the said offices, to various government offices - MOFA, KRA and Embassies etc as applicable. Applications include Notification of Arrival and Departure, Exemption Permits, Kenya re-entry pass, Special Passes, PIN, Dependants passes, Driving License, PRO1B, PRO1C, VAT exemptions, Vehicle registration and visa applications etc.

Liaise with Government official to ensure prompt processing of all protocol applications. Monitor and provide feedback from Government to the office on application approvals, rejections and/or actions to be undertaken.

KEY ACCOUNTABILITIES (not all-inclusive)

Airport Protocol Duties

• Facilitate the reservations of Airport VIP Lounges at JKIA, Wilson Airport and other airports (as applicable) to facilitate the arrivals and departures for WFP Senior Staff and VIP
• Conduct airport arrival and departure formalities for WFP Senior Staff and invited VIP Guests
• Ensure that all arriving guests/staff (entitled) are paged, assisted through the Immigrations, Customs, baggage clearance and directions to transport facilities.
• Stand by at the Departure Terminals for departing guests/staff (entitled) and assist with check-in procedures, luggage, etc. as and when required.
• Liaise with WFP transport office or designated transport providers on any changes affecting the Arrival and Departure flight schedules.
• Maintain a good and Professional relationship with all official sectors at the airport - Airlines personnel, Immigration, Customs, etc. to ensure WFP guests/staff receive well deserving services.

Airport Air Operations/Medical Evacuations

• Coordinate Airport and Customs clearance for flights, passengers and cargo for UN (UNHAS) flights, private flight charters for official WFP VIP guests and Medical evacuations.
• Medical Evacuations - provide all the necessary assistance required for the length of the emergency evacuation. In the event of death, assist to obtain the required clearances for the return of the remains.

Annual and Temporary Airport Pass Applications

• Facilitate the launch and follow up of applications for Airport Security passes for all entitled WFP officials as approved by management of Kenya CO, RB and Somalia CO
• Maintain a detailed knowledge of all Airport facilities, Procedures and Services as offered by Kenya airports Authority

Submission of Protocol Documents

• Facilitate the submission of protocol applications for office, international staff members and their official dependants (spouse and children) to Ministry of Foreign Affairs (MOFA), KRA, and Embassies etc. The applications include Notification of Arrival and Departure, Exemption Permits, Kenya re-entry pass, Special Passes, PIN, Dependant passes, Diplomatic cards, application and renewals of Driving License, PRO1B, PRO1C, VAT, Vehicle registration and Visa applications.
• Liaise with Government officials to ensure prompt processing while monitoring and providing feedback on the approvals and/or rejections of the same to the Admin-Protocol unit
• Ensures that WFP and its eligible staff members are accorded their privileges and immunities in accordance with WFP’s policies and guidelines and as stipulated in the Host Country Agreement.
• Maintains good relations and builds a professional network with respective internal and external clients and Government authorities, communicating any requirements and or directives from Government.

Protocol Services Management and Report

• Prepare monthly protocol unit reports to be shared with management on important need to know protocol services/actions/receivables.
• Prepare quarterly protocol services billing based on OLAs signed between WFP and various clients.
• Perform any other related duties as required.

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

• Understand and communicate the Strategic Objectives: Coaches team in the most effective ways to communicate WFP’s Strategic Objectives to WFP team and partners in the field.
• Be a force for positive change: Implements new methods or tools to improve team’s work processes and productivity.
• Make the mission inspiring to our team: Maps team’s activities and tasks to specific successes in beneficiary communities to showcase positive impact.
• Make our mission visible in everyday actions: Explains to teammates how each unit contributes to the overall WFP mission.

People

• Look for ways to strengthen people's skills: Identifies skill development opportunities such as training modules or on-the-job experiences for self, colleagues and direct reports.
• Create an inclusive culture: Facilitates team building activities to build rapport in own unit.
• Be a coach & provide constructive feedback: Facilitates the pairing of junior colleagues with coaches within own team.
• Create an “I will”/”We will” spirit: Proactively anticipates potential challenges and develops mitigation plans to ensure that team meets goals and targets.

Performance

• Encourage innovation & creative solutions: Identifies opportunities to be creative in own work and to help team be more innovative and accurate in their respective tasks and areas of work.
• Focus on getting results: Monitors team’s deliverables and provides feedback to ensure outcomes are delivered consistently and accurately.
• Make commitments and make good on commitments: Provides accurate guidance to team on expected responsibilities and tasks, whilst also upholding own commitment to the team.
• Be Decisive: Sets an example and provides guidance to junior team members on when to escalate issues when faced with challenging issues in the workplace or in the field.

Partnership

• Connect and share across WFP units: Facilitates partnerships with other WFP units to accomplish missions in the field.
• Build strong external partnerships: Sets an example and provides guidance to team on how to build relationships with external partners.
• Be politically agile & adaptable: Articulates to colleagues or direct reports the value of contributing to other WFP teams and agency partnerships in fulfilling WFP’s goals and objectives.
• Be clear about the value WFP brings to partnerships: Organizes, monitors, and prioritizes own and team’s efforts to ensure that they will fulfill the needs of internal and external partners.

FUNCTIONAL CAPABILITIES

Capability Name Description of the behaviour expected for the proficiency level Business Support Services & Reporting Applies strong ability to identify country level requirements and develop customer focused solutions and action plans. Communicates data-based findings in a highly impactful way that is tailored to the audience. Internal Controls & Risk Management Utilises understanding of risk management approaches and internal controls to monitor projects and programmes to confirm regulatory compliance, ensure data integrity and ensure client satisfaction. 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.

STANDARD MINIMUM QUALIFICATIONS

Completion of secondary school education, supplemented by technical training/Diploma in Business/Public Administration or related field. Holder of a Degree from a recognized University will have an added advantage.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• At least five years of progressively responsible work experience, including at least three years in administrative protocol services.
• Previous Airline/Airport-related work experience and knowledge in Government Protocol procedures, rules and regulations.
• General knowledge of UN system administrative policies, rules, regulations and procedures in the area of administration
• Good communication skills in order to provide specialised protocol support services to a wide range of individuals.
• Ability to proactively identify and recommend areas for improvement to the Procedures and Practices in order to contribute to the effective delivery of services.
• Ability to build relationships with a variety of individuals across functions.

TERMS AND CONDITIONS

• Only shortlisted candidates will be contacted and advance to the next stage of the selection process.
• The World Food Programme is an equal opportunity employer and DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS.
• WFP embraces diversity and equal opportunity. We are committed to building a team that celebrates diversity and inclusivity in all ways.
• All employment is decided on the basis of qualifications and merit.
• Applicants profile MUST match the C.V attached. Any discrepancies between the C.V and the profile will lead to automatic disqualification.
• Applications for this position will close at 11.59 (East Africa Time) on 17 June 2022.

DEADLINE FOR APPLICATIONS

The deadline for application is 17 June 2022