Jobs at World Food Programme (WFP)

JOB PURPOSE

Plan and coordinate the day-to-day aspects of aviation operations to ensure efficient, cost-effective and reliable access to remote and hard-to-reach communities in need of humanitarian assistance.

STANDARD MINIMUM QUALIFICATIONS

Education:

• Advanced university degree in any one of the following: Business Administration, Engineering, Computer science, Quality Assurance, Technical, Statistics or Management; and with equivalent professional operational experience in aviation, or First university degree with additional years of related work experience or training/courses.
• Training and knowledge of aviation is an essential qualification, with a recognized commercial pilot, aircraft engineer, Air Traffic Controller or Flight Operations Officer license.

Experience:

• At least 5 to 10 years progressively responsible, practical commercial aviation and professional experience, proficiency in Windows (MS World, Excel, Power Point), database experience, adequate knowledge and experience of aircraft technical, flight operations or air traffic management sectors.

Language:

• Fluency in both written and oral English.

Skills:

• Training and experience in aviation safety management (required).
• Management of ECCAIRS; qualification in utilizing computers including databases, Word processing, graphical, spreadsheet and other software packages, proven interest to develop aviation safety (desirable).

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE:

• Experience in commercial aviation with a specific focus in humanitarian air operations or food aid.
• Experience liaising with country authorities to facilitate air operations.
• Experience establishing methodologies for risk analysis and problem resolution.
• Experience supervising professional staff and reviewing reports for accuracy and compliance with quality standards.

KEY ACCOUNTABILITIES (not all-inclusive)

• Ensure the effectiveness of the aviation safety program and data collection in the region.
• Perform aviation safety and quality monitoring.
• Maintain a safety management information system and database locally.
• Identify aviation safety hazards and ensure that accurate reporting and internal quality control systems are in place and that all relevant records are maintained.
• Perform follow-up and analysis of occurrences using the methods below:
• Trend monitoring
• Deep Treatment (single occurrence – investigative needs)
• Precursor detection (data mining)
• Risk assessment & classification (prioritisation of oversight)
• Statistics
• Standard reports and analysis workbenches
• Remedial action monitoring
• Ensure data quality, data entry and effective monitoring processes for all hazards and occurrences reported.
• Enhance air transport operations’ and service providers’ reporting systems and data sharing.
• Perform risk assessment and perform corrective actions on the non-conformities when required.
• Disseminate significant safety information to all concerned parties.
• Enhance service providers’ safety culture and promotion of safety awareness.
• Assist RASO and support aviation staff in other offices.
• Assist in safety and quality processes including conducting evaluations and inspections to air operators at base and field level; conduct aircraft evaluations.
• Assist in the implementation of the aviation safety information system and network.
• Ensure that all staff is adequately trained. Train safety and air transport personnel to use aviation safety information system prior to safety and quality monitoring and risk management. Identify any additional training needs to achieve higher working standards.
• Develop a comprehensive training program for the above mentioned task.
• Supervise staff as required.
• Participate in temporary duty deployments-TDYs to Air Field Operations in countries within the region.
• Perform other related duties as assigned.

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JOB PURPOSE

The Administration Unit in the Regional Bureau for East and Central Africa (RBN) supports the 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 strategy.

STANDARD MINIMUM QUALIFICATIONS

• Education:    The candidate must have an undergraduate degree; a degree in Business Management, Communication, International Development, Human Resources, International Relations, Business Administration, Strategic Management
• Experience:  Two to three years of progressively responsible work experience in the relative business stream with experience in general administrative work. Experiences working in a multicultural and fast-paced environment and in a large organization are beneficial.
• Languages:    Fluency in both oral and written communication in English.

KNOWLEDGE AND SKILLS

• Knowledge of specialized common business practices and methods, gained through relevant technical training and experience.
• Proficient in the use of office equipment and computer software inclusive of Office 365
• Ability to develop and maintain relationships with a range of individuals in order to provide a high-quality support service.
• Ability to carry out basic data analysis and independently rectify problems requiring attention.
• Ability to monitor and record financial transactions.
• Good communication skills are required to give and receive information and work with a variety of individuals.
• Ability to maintain confidentiality.

KEY ACCOUNTABILITIES (not all-inclusive)

What you will do:

• Process and manage the handling of all protocol services that the RBN staff are entitled to regarding protocol.
• Ensure that all requests are sent through the protocol platform EasyVista and ensure that all staff are guided through incase of any challenges.
• Respond to staff members protocol queries, ensuring that timely feedback and accurate resolutions are provided.
• Manage and maintain protocol records and database, to ensure that the protocol data and files are accurately stored and regularly updated in compliance with the established standards.
• Liaise with the Kenya Country Office protocol counterparts and coordinate the RBN protocol needs and priorities for timely and effective processing of staff members documents and entitlements.
• Extract and compile HR data on staff recruitments and selections, contractual conditions, entitlements etc. to support analysis and reporting needs.
•  Provide Administrative support including onboarding of new staff members in compliance with the relevant protocol processes and procedures.
• Prepare various protocol documentation required for the specific area of work (e.g. guidelines on shipping personal effects and importing vehicles, referral letters, note verbales to the Governments, fuel card memos, etc.), ensuring accuracy and within the established deadlines.
• Act as an alternate for travel and support in the processing of all travel-related requests when the Travel focal point is away.
• Any other duties as may be allocated by the Supervisor.

PERFORMANCE INDICATORS

• Demonstrate excellent communication and interpersonal skills when liaising with internal and external clients
• Ensure that all administration and documentation requirements are initiated and completed in a professional and timely manner
• Ensure that assigned tasks are performed accurately and within established time frames