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  • Posted: Apr 27, 2022
    Deadline: May 10, 2022
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    The World Food Programme is the food assistance branch of the United Nations and the world's largest humanitarian organization addressing hunger and promoting food security.
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    OIM & Performance Reports Officer

    JOB PURPOSE

    To support all Operational Information Management and Performance Reporting (OIM & PR) activities and contribute to the establishment and presentation of standard and consistent operating picture of WFP operations and associated results that facilitate informed and timely decision-making at all levels throughout the organisation. 

    STANDARD MINIMUM QUALIFICATIONS

    • Education: Advanced University degree in Political Science, Economics, Statistics, Information Management or Journalism, Business Management, Social Sciences or other relevant field, or First University degree with additional years of related work experience and/or training/courses.
    • Experience: Typically three years or more of postgraduate professional experience in a relevant field of work, with a background and interest in international humanitarian development.

    Knowledge & Skills:

    • Specialised knowledge of information management best practices, techniques and processes with some understanding of the basic theoretical background.
    • Strong written and oral communication skills, including substantive analysis and report writing skills.
    • Able to supervise and support more junior and/or less experienced members of the team.
    • Knowledge of, or the ability to quickly assimilate, UN/WFP specific processes and systems.
    • Language: International Professional: Fluency (level C) in English language. Intermediate knowledge (level B) of a second official UN language: Arabic, Chinese, French, Russian, Spanish, and/or WFP’s working language, Portuguese.
    • National Professional: Fluency (level C) in English language and the duty station’s language, if different.

    KEY ACCOUNTABILITIES (not all-inclusive)

    • Support staff in assigned area to ensure that standard OIM & PR procedures and templates are followed to drive the quality, consistency and standardisation of information management and performance reporting across WFP.
    • Collate relevant information and data from media and local internal and external sources to facilitate and maximize the exchange of information and data flow between functional area networks in WFP, to provide operational awareness and understanding of events that may have humanitarian and/or operational impact.
    • Collate and assist in the dissemination of political and humanitarian analysis pertaining to WFP current or future responses and donor policies, trends and preferences to ensure country specific input to WFP’s operational reporting.
    • Collate, analyse and communicate the ‘Essential Elements of Information’, pertaining to the operational environment and available human, financial and physical assets in order to facilitate access to timely and accurate information used at country, regional and corporate level.
    • Contribute to the implementation and further development of the SPR Intelligent Next Generation system (SPRING). Support the preparation of Standard Project Reports (SPRs) for the Annual Reporting Exercise in collaboration with the country office programme, monitoring & evaluation, logistics and resource management functions by coordinating to ensure coherence and quality of performance information.
    • Collaborate with counterparts internally and with other UN agencies to ensure consistency in humanitarian information and to complement WFP analysis and information.
    • Support the enhancement of the capacity of WFP staff and partners to effectively manage operational information and performance reporting through assisting in the delivery of the OIM & PR training on core competencies.
    • Guide and supervise more junior staff as required, acting as a point of referral and supporting them with more complex analysis and queries.
    • Support COs or RBs in emergencies by preparing, organising and providing secretarial support to Operational Task Forces (OTFs).
    • Contribute to identifying Corporate Performance Reporting Improvements.
    • Support the drafting of, and contribute to, any OIM & PR related normative guidance as required. Contribute to initiatives for developing improved, streamlined, and harmonized OIM & PR.
    • Support the development, implementation and assurance of defined quality standards in all processes and products.
    • Other as required.

    4Ps CORE ORGANISATIONAL CAPABILITIES

    Purpose

    • Understand and communicate the Strategic Objectives: Understands WFP’s Strategic Objectives and the link to own work objectives.
    • Be a force for positive change: Flexibly adapts individual contributions to accommodate changes in direction from supervisors and internal/external changes (such as evolving needs of beneficiaries, new requirements of partners).
    • Make the mission inspiring to our team: Recognizes and shares with team members the ways in which individual contributions relate to WFP’s mission.
    • Make our mission visible in everyday actions: Sets own goals in alignment with WFP’s overall operations, and is able to communicate this link to others.

    People

    • Look for ways to strengthen people's skills: Assesses own strengths and weaknesses to increase self-awareness, and includes these in conversations on own developmental needs.
    • Create an inclusive culture: Participates in open dialogue, and values the diverse opinion of others, regardless of background, culture, experience, or country assignment.
    • Be a coach & provide constructive feedback: Proactively seeks feedback and coaching to build confidence, and develop and improve individual skills.
    • Create an “I will”/”We will” spirit: Participates in accomplishing team activities and goals in the face of challenging circumstances.

    Performance

    • Encourage innovation & creative solutions: Shows willingness to explore and experiment with new ideas and approaches in own work.
    • Focus on getting results: Consistently delivers results within individual scope of work on time, on budget and without errors.
    • Make commitments and make good on commitments: Commits to upholding individual accountabilities and responsibilities in the face of ever-changing country or functional priorities.
    • Be Decisive: Makes rational decisions about individual activities when faced with uncertain circumstances, including in times of ambiguity regarding information or manager direction.

    Partnership

    • Connect and share across WFP units: Seeks to understand and adapt to internal or cross-unit teams’ priorities and preferred working styles.
    • Build strong external partnerships: Demonstrates ability to understand and appropriately respond to and/or escalate needs of external partners.
    • Be politically agile & adaptable: Portrays an informed and professional demeanor toward internal and external partners and stakeholders.
    • Be clear about the value WFP brings to partnerships: Provides operational support on analyses and assessments that quantifies and demonstrates WFP’s unique value as a partner.

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    Supply Chain Assistant

    JOB PURPOSE

    The main purpose of the position is to provide supply chain expertise in the field, by providing hands-on support in the counties on a day-to-day basis. This position will be responsible for all county level duties relating to HSCM (Humanitarian Supply Chain Management) Capacity Strengthening, Post-harvest loss initiatives, Food Safety & Quality and Logistics Execution and Support System/ Landside Transport, Shipping & Handling (LESS/LTSH)  support functions to WFP in-kind operations.

    County Supply Chain Capacity Strengthening Initiative

    • Provide on-the-job training to target county officials on humanitarian supply chain management activities in support hand-over of county level End Distribution Points (EDPs) to county led management as necessary; training approaches to be varied and adapted to context, audience and content as necessary in coordination with the HSC Capacity Strengthening technical lead.
    • Support implementation of the retail engagement initiative and related market supply chain linkages and capacity strengthening.
    • Support preparation of HSCM capacity strengthening manuals, guidelines, and training materials in collaboration with Supply Chain Unit in Nairobi
    • Act as a focal person for supply chain management information systems capacity strengthening activities in the county, providing on job training to users, escalating user issues and liaising with key players in the project.
    • Facilitate county initiatives for emergency preparedness and response, including collaboration with relevant county departments and stakeholders to update the county logistics profile, county contingency and response plans for effective and efficient emergency response activities
    • Maintain a 3-W stakeholder map of humanitarian supply chain stakeholders in the county in an appropriate format to be developed with the HSC Capacity strengthening technical lead
    • Participate in county level supply chain preparedness activities as assigned by supervisor.

    Post-harvest Loss Reduction Initiative

    • Follow up with target households and farmer organizations on agreed action items, routine data collection and provide hands-on/ field level support on the best supply chain practices to mitigate against commodity losses.
    • Facilitate training activities for target beneficiaries/farmer organizations on best commodity handling and storage practices to minimize postharvest losses
    • Participate in surveys, assessments, and evaluation missions relevant to PHL on need basis
    • Support Food Safety and Quality initiatives at the county level in close collaboration with nutrition, Market Linkages and Supply Chain teams in Nairobi.
    • Facilitate training, Food Safety Incident reporting and escalation, and engagement with public health department at the county level to enhance best practices in safe handling of food items and disposal of damaged food commodities under WFP programmes.

    Commodity Accounting and Warehouse Functions

    • Real time data capture of incoming stocks (receipts) and outgoing stock (dispatches) in WFP’s corporate commodity accounting system – Logistics Execution and Support System (LESS) within 24 hours of completion of daily warehouse activities.
    • Monitor incoming stock in LESS and coordinate with Cooperating Partner staff to plan for timely offloading and warehouse space utilization
    • Ensure Cooperating Partner staff prepare accurate invoice summaries by 30th of each month and the same forwarded to Nairobi Supply Chain for data entry and processing for payment in WFP’s financial system (WINGS) as per financial guidelines.
    • Reconcile Cooperating Partner  (CP) invoices to ensure data is correctly entered. Follow up with CPs to submit invoices by 10th of each month. Sign off invoices and present the same to head of field office for final approval.
    • Conduct performance monitoring of Cooperating Partners and other third-party logistics service providers to ensure compliance with contract term and conditions. Prepare periodic reports for submission to the country office on performance on third party logistics service providers.

    Commodity Accounting and Warehouse Functions

    • Enforce WFP SOPs on incoming foods inspection and perform routine (weekly) premises and commodity inspections
    • Accountable for the monitoring of warehouse temperature and humidity thermohydrometers and reporting to Food Safety and Quality Lead on a monthly basis.
    • Timely submission of weekly reports on commodity movement on  Monday of each week. Prepare ad-hoc reports on stock position and pipeline status reports as requested.
    • Monthly physical count of all stocks of WFP commodities in warehouses and submit report count by 30th of every month.
    • Prepare and submit monthly food safety and quality reports .

    Commodity Accounting and Warehouse Functions

    • Strict monitoring of commodities in CP and WFP warehouses as applicable to ensure safety and quality is maintained to mitigate against any losses.
    • Prepare and submit request for fumigation and spraying of infested commodities and the warehouse immediately infestation is identified to mitigate damage to food stocks.
    • Prepare and submit for approval any requests for disposal of damaged commodities in accordance with WFP procedures.
    • Other assigned by the supervisor.

    STANDARD MINIMUM QUALIFICATIONS

    Education:

    • Completion of secondary school education.
    • A post-secondary secondary Diploma in Transport and Logistics, supplies management, Business Administration, Economics, Procurement or other related field is desirable.
    • Proven knowledge and experience in using computer software is desired.
    • Experience in using enterprise resource portals (ERP/SAP) is desired.

    Languages: Fluency in spoken and written English is required.

    Work Experience: 

    • At least 4 years of working experience in humanitarian fields, busy logistics or warehousing operation, transport, port operations, is desirable.
    • Experience in working in Kenya’s ASAL areas, communities and county governments on food security related projects is desired.

    DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

    • Experience using corporate systems to monitor ongoing shipments, pipeline information, insurance claims, and food stock.
    • Experience analysing data (on commodities, funds, etc.) and drafting reports. 
    • Experience in measuring service providers’ performance against set KPIs.
    • Experience in assisting the preparation of contract documentation.
    • Experience in providing technical business support in corporate systems.
    • Microsoft Excel and Microsoft Word
    • Knowledge of SAP/WINGS platform is desirable.
    • Effective communication and presentation

    Method of Application

    Use the link(s) below to apply on company website.

     

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