Administration Officer (Field Support, Oversight, Protocol), NOB, Fixed Term

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SAVING LIVES. CHANGING LIVES.

WHAT IMPACT WILL YOU HAVE WORKING WITH US?

**My WFP Story****"

"My main motivation comes from providing excellent service to every customer with whom I come into contact. To work in a challenging position which offers experience, innovation, creativity, team work and provides an opportunity for career development and advancement is the best thing you can give to yourself, welcome to WFP” - Administrative Assistant

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

WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, color, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status, physical or mental disability.

ABOUT WFP

WFP works to save lives and change lives through the provision of food assistance and resilience-building programs. In line with SDGs 2 & 17, WFP operations have ventured into different modalities of food transfer and capacity-strengthening to end hunger by 2030 and to revitalize global partnerships for sustainable development.

The WFP Regional Bureau for Eastern 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 Bureaux (RBs), and Headquarters (HQ). Job holders in the field typically report to the Country/Deputy Director or the designate. Job holders in RBs or HQ typically report to the Deputy Regional/Division Director or the designate. Job holders operate with a high degree of independence, manage more junior staff to ensure that administrative objectives are achieved in full. They are heavily involved in day–to-day activities and analytical work.

JOB PURPOSE

To contribute to daily planning and delivery of quality, customer-focused, value for money administrative services that enable staff in country/location operations to deliver food assistance to beneficiaries, in line with WFP’s strategy.

STANDARD MINIMUM QUALIFICATIONS

Education: Advanced university degree (Master’s degree or equivalent) in Business/Public administration, Governance, or other relevant fields relating to office management and administration. A first-level university degree in combination with five (5) years of qualifying work experience may be accepted in lieu of the advanced university degree.

Language: Fluency (level C) in English language and the duty station’s language, if different.

KEY ACCOUNTABILITIES (not all-inclusive)

• Contribute to and implement WFP country/regional plans, including administrative processes, aligned with regional and wider WFP strategies and policies to facilitate efficient and effective administration service.
• Develop annual plans, contribute to longer term strategies and improvements to policies, systems and procedures to ensure services provided support WFP strategic objectives and are in compliance with corporate policies, standards, regulations and processes.
• Carry out complex data analysis to provide management and clients with the accurate information and reports for efficient planning and decision-making.
• Manage the existing resources in the area of responsibility (e.g. WFP managed facilities, assets and travel management, etc.) and estimate new requirements aiming at efficiency, cost-effectiveness and timeliness of operations and services.
• Facilitate the compliance of the services provided (e.g. WFP managed facilities, assets and travel management, etc.) with the corporate Occupational Safety and Health Policy and contribute to the provision of recommendations to the management on improvements/changes.
• Support a culture of environmental sustainability throughout WFP by role modelling actions that drive sustainability in all administrative activities.
• Guide and supervise more junior staff, acting as a point of referral and supporting them with more complex analysis and queries.
• Build and maintain the partnership with WFP stakeholders, other UN agencies and local government offices.
• Support the capacity building of WFP staff and partners through the organisation or design of trainings, workshops, daily interaction, etc. for efficient and effective delivery of food assistance to beneficiaries.
• Follow standard emergency preparedness practices to ensure WFP is able to quickly respond and deploy food and needed resources to affected areas at the onset of the crisis.
• Other as required.

ADDITIONAL ACCOUNTABILITIES: PROTOCOL

• Manage the RBN protocol services.
• Coordinate with relevant Kenya government and Kenya WFP Country Office representatives (demonstrating tact, diplomacy, firmness and persistence when necessary) to negotiate and solve sensitive and complicated problems.
• Create briefing information for new staff members on immigration formalities, duty-free and tax exemption privileges, and vehicle registration, and ensure that the information is up to date.
• Prepare workload statistics related to the Protocol services and generate reports as required.
• Coordinate all RBN VIP protocol services required.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Has gained experience in administration.
• Has provided direction and instruction to more junior staff members within area of expertise.

TERMS AND CONDITIONS

Type of Contract/Grade:

Fixed Term Contract, NOB

Duty Station:

Nairobi Regional Bureau, Kenya

Contract Duration:

12 months (Renewable)

DEADLINE FOR APPLICATIONS

All applications should be received no later than 16th August 2022

“WFP does not charge a fee at any stage of the process (Application, technical assessment, interview).

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All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.