Programme Assistant G4 at World Food Programme (WFP)

ORGANIZATIONAL CONTEXT

These jobs are found in Country Offices (COs).   Job holders may either provide administrative support to team(s) with the reporting line to the relevant supervisor, or the designate. Perform administrative support functions in data entry, front offices and report to the Business Support Associate, or In cases where these positions support a specific business stream  or programme area, the reporting line may be to the relevant Head of Unit.

At this level, work is carried out under minimal supervision. Job holders are expected to produce organised and accurate work, undertaking specific business support activities. They may offer guidance on standard practices to more junior staff in their area of work.

JOB PURPOSE

To deliver standard business support to functions in various programme areas at WFP Kenya which include: Food Distribution, Cash-Based Transfers (CBT), Emergencies Preparedness and Response, Gender and Protection, Livelihoods, monitoring, Statistics (data management), Communication, Coordination and reporting, Resilience and Food Systems, Market Access,  Safety Nets & Social Protection, School-Meals & Nutrition, Country Capacity Strengthening and Vulnerability Analysis and Mapping (VAM).

KEY ACCOUNTABILITIES (not all-inclusive)

• Take responsibility for data integrity to facilitate availability of accurate information in corporate systems.
• Identify simple discrepancies in statistics and data, such as missing information, and report to senior staff in order to support clients to deliver their work.
• Gather information with clear direction to support the drafting of documents and preparing reports by other staff.
• Provide revision and proof-reading services for standard documents, to contribute to the development of accurate documentation.
• Support processing and managing routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources. 
• Take responsibility for the maintenance of set standard systems and files, to ensure information is accurate and readily available for the function. 
• Provide guidance on routine business support methods and practices to junior colleagues to ensure services are delivered consistently and to the required standards. 
• Respond to queries and escalate where appropriate, in order to provide a timely and accurate service to clients.
• Work with a variety of individuals, taking on feedback where appropriate to assist in business support delivery for staff.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. Additional training in statistics, social services, education, logistic, nutrition, agriculture, business administration or other related field.
Experience: Four or more years of progressively responsible work experience in one or more of the following: monitoring, supply chain, statistics, communication, programme work, coordination and reporting, project implementation, business administration or other related field.

Knowledge and Skills

• Strong experience in data entry, basic data analytics and report writing is desirable.
• Proficient in the use of office equipment and computer software packages, such as Microsoft Word.
• Experience working with spreadsheet and huge data sets.
• Ability to identify data discrepancies and rectify problems requiring attention.
• Strong experience in data entry, basic data analytics and report writing
• Excellent engagement and coordination skills in a multi sectoral field-based operation. 
• Experience in community engagement and preferably interview techniques using CATI (Computer Assisted Telephone Interviews)  or other methods, is an added advantage.
• Uses tact and courtesy to give and receive information to a wide range of individuals.
• Language: Fluency (level C) in English language.

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

• Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives.
•  Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor.
•  Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.
•  Make our mission visible in everyday actions: Articulates how own unit’s responsibilities will serve WFP’s mission.

People

• Look for ways to strengthen people's skills: Trains junior teammates on new skills and capabilities.
•  Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
•  Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work.
•  Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.

Performance

• Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.
•  Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.
•  Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.
•  Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.

Partnership

• Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.
•  Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.
•  Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives.
•  Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.

OTHER SPECIFIC JOB REQUIREMENTS

• Strong experience in data entry, basic data analytics and report writing
• Ability to work independently with minimum supervision
• Passionate to learn and adapt new skills and technologies
• Ability to offer guidance or basic on-the-job training to more junior staff.