Special Assistant to the Director of Communications

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.

Job Title: Special Assistant to the Director

Type of Contract: Regular Consultant – Level I

Division: Communications, Marketing and Advocacy Division

Duty Station (City, Country): Rome HQ, Italy

Duration: 11 months

BACKGROUND AND PURPOSE OF THE ASSIGNMENT:

The United Nations World Food Programme (WFP) is the leading humanitarian agency, saving lives in emergencies and changing lives for millions through sustainable development. WFP works in more than 120 countries and territories around the world, feeding people caught in conflict and disasters, and laying the foundations for a better future.

The Communications, Advocacy and Marketing (CAM) Division aims to enhance the impact of WFP's mission and work, and WFP's reputation and image through efficient and effective internal and external communication. CAM is looking to hire a talented Special Assistant to support the Director's Office and strongly impact the effectiveness, accuracy and timeliness of the Director’s communication and information flow with CAM senior managers and staff, other Division Directors, Office of the ED as well as external parties.

Reporting directly to the CAM Director, the Special Assistant to the Director works in close collaboration with the division's leadership, the Strategic Planning & Coordination Unit (SPC), other Units and Divisions when necessary.

ACCOUNTABITLITIES / RESPONSIBILITIES:

Summary of Key Functions:

• Primary focal point for the Director’s Office;
• Identifies strategic priorities on the Director’s daily agenda and ensure drafts/input/briefs are well prepared;
• Conducts research, review and analysis of key documentation for the Director;
• Attends meetings, coordinates special projects for the Director, as needed;

• Drafts correspondence, notes-to-the-file and contribution to the preparations of speeches, reports, presentations, etc.

  works closely with the Strategic Planning & Coordination Unit (SPC) on strategic projects and corporate processes.

Strategically Manages the Agenda and schedule of the Director:

• Careful review (in conjunction with the Business Support Assistants) of the daily calendar and schedule of the Director, ensuring at all times that the Director’s day-to-day schedule is well prioritized, planned and serviced in terms of specific background briefs and issues to be covered in the meetings;
• Regular contacts with the relevant Divisions in WFP to obtain briefs, background documents and related materials well as works with CAM heads of Units to prepare Proposals and Documentation to service the Director’s Strategic meetings inside and outside WFP;
• Ensuring that all meetings have adequate representation from the substantive units as well as proper follow ups action points and minutes.

Conducts strategic research, review and analysis of key documents for the Director:

• Review and analysis of the key documentation for the Director;
• Review of the strategic briefs to ensure comprehensiveness of input;
• Background research done and inputs obtained from focal points as required;
• Research and all background documentation obtained for the meetings attended by the Director;
• Research on topics as assigned, information synthesized and summarized for the Director to facilitate decision-making;
• Background documentation and briefing notes prepared.
• Develops concept notes, strategy papers, briefs and presentations for the Director.

Attends meetings, coordinates special projects with Director:

• Attendance with the Director at meetings with senior leaderships, partners and counterparts;
• Coordination of special projects and assignments on behalf of the Director, frequently involving senior managers/ section Chiefs of the Divisions as well as broader stakeholders;
• Timely preparation of all following reports and correspondence, including reports for the Executive Directors and Leadership Group;
• Development of agenda for meetings, chaired by the Director;
• Regular contacts with the Director’s Office of counterpart Divisions.

Drafts correspondence, notes-to-the-file and contributes to the preparations of speeches, reports, presentations, etc.:

• All follow-up correspondence, notes-to-the-file drafted;
• Provision of feedback/exchange information with the focal points in the Departments/Divisions;
• Timely follow-up action taken and that the Director’s commitments and agreements appropriately reflected;
• Careful review of correspondence drafted for the Director’s signature to ensure clarity and that the Director’s position is clearly reflected.

Provides support on overall CAM strategic planning and strategy development:(10%)

Works closely with the SPC unit on special projects of strategic importance for the Director’s office and share information on a regular basis with SPC on any relevant corporate processes.

• Other tasks as necessary.

DELIVERABLES AT THE END OF THE CONTRACT:

1. The results of the work of the Special Assistant impact on the effectiveness, accuracy and timeliness of the Director’s communication and information flow with her senior managers and staff, other Division Directors, Office of the ED as well as external parties;
2. Detailed project activities and meetings records.

QUALIFICATIONS AND EXPERIENCE REQUIRED:

Education:

Advanced degree in Communications, Marketing, Business Studies, Public Relations or other related fields or a Bachelor’s degree with additional years of professional experience.

Experience:

At least 4 years of professional experience in communications or related fields.

Knowledge & Skills:

1. Knowledge of the UN system procedures, protocol.

   2. Knowledge and/or experience in project planning and office management is a plus.
   3. Ability to successfully manage multiple tasks within given time constraints, often with short deadlines;
   4. Excellent understanding of communications channels, and public information systems.
   5. Strong negotiation and communication skills
   6. Well organized and detail oriented.
   7. Ability to work independently or on a team.
   8. Ability to design clear and compelling information products and find innovative ways to communicate.
   9. Excellent knowledge of English- oral and writing skills.

   Languages: Excellent knowledge of English (level C) is required. An intermediate knowledge of another official UN language (Arabic, Chinese, French, Russian and Spanish) or Portuguese (one of WFP’s working languages) is a plus.

Terms and Conditions

WFP offers a competitive compensation package which will be determined by the contract type and selected candidate’s qualifications and experience.

Please visit the following websites for detailed information on working with WFP.

http://www.wfp.org Click on: “Our work” and “Countries” to learn more about WFP’s operations.

Deadline for applications: 6th January 2023

Ref.: VA No. 187265

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.