Career Opportunities at World Food Programme (WFP)

JOB PURPOSE

The Knowledge Management (KM) workstream is looking to expand the options available to share the vast amounts of knowledge available to improve operational design, delivery, performance and thought leadership. The bureau also wants to intentionally improve the use of evidence, studies, evaluations, and knowledge to improve operational effectiveness and promote its thought leadership. The KM team is looking to hire a Multi-media specialist Assistant  to design and produce podcasts and mini-clip videos to help promote key information and knowledge as well as be used as thought-leadership segments for external audiences.

KEY ACCOUNTABILITIES (not all-inclusive)

• Ensure the process for creating multimedia content is well defined (revised), including guidance to clients on how to prepare their content.
• Provide guidance to clients on the best multimedia product for the content/impact they want.
• Plan, create and finalize multimedia products within the agreed upon timelines with the client.
• Work with the graphic designer and Communications, Advocacy and Marketing (CAM) teams, when needed, to produce high quality products.
• Manage client expectations and timelines for production and finalization of products.
• Once completed, ensure the final product is sign-off by the client and saved correctly in the multimedia repository
• Support the KM, Evaluation and CAM teams with related activities

DELIVERABLES AT THE END OF THE CONTRACT

• Updated Standard Operating Procedures (SOP) for requesting multimedia services and supporting guidance for clients.
• High quality podcasts and mini-clips produced and stored in the multimedia repository
• Support the KM team with the integration of multimedia within the KM Strategy and RB unit workplans to effectively promote knowledge and learning within the region.

STANDARD MINIMUM QUALIFICATIONS

Education: 

• University degree with course work in information science, Knowledge Management, Project Management, communication, international relations, development, government, or other related fields, or First University degree with additional 2 years of related work experience and/or training/courses. Degree or certification in graphic design, multimedia, radio and/or video production.

Experience:

• Experience in developing impactful scripts and storyboards to create impactful mini-clips.
• Experience in coordinating and recording podcasts and supporting speakers with preparations.
• Experience working in the international development/humanitarian sectors an advantage.
• Ability to work in a team and establish effective working relations with persons of different national and cultural backgrounds.
• High capacity for organization and coordination, as well as an ability to work with a high degree of independence in a team environment.
• Language: Fluency (level C) in English language. 

KNOWLEDGE AND SKILLS

• Strong graphic design, animation, media and audio/visual recording skills;
• Ability to produce high-quality visuals and graphically-based PowerPoint presentations;
• Strong organization and time management skills with an ability to plan ahead, anticipate requirements, problems and obstacles, and an ability to juggle competing priorities successfully, and to work to tight deadlines
• Excellent problem-solver, follow-through skills and sense of accountability and process ownership;
• Self-motivated and able to work with a high degree of autonomy;
• Fully committed and motivated to achieve the aims of the UN World Food Programme;
• Willing to work in and travel to different field locations and challenging operating environment

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The Programme Data Assistant reports to the Regional Programme Data Officer and is expected to: 

• Provide guidance and support to country offices under the Regional Bureau of Nairobi in ensuring monthly CP distribution data is timely and correctly captured in corporate systems. 
• Guide Country Offices in ensuring Cooperating Partner distribution data is reconciled with data from other corporate systems through collaboration with other relevant units and technical teams. 
• Support country offices in the region to provide logical beneficiary estimates on quarterly basis for corporate reporting and management decision making.
• Support and coordinate country offices programme data team in preparation, review and validation of financial closure report by ensuring the distribution closing stock held by CPs is accurately captured.
• Support in enhancing capacity of other RBN data users in accessing, extracting and analyzing output data from WFP programmes managed by cooperating partners through corporate systems.
• Support in programme design through review of Needs Based Plan and Other Output plan data during the formulation and revision of Country Strategic Plans design.
• Routinely review and analyze basic CP data to be utilized by cross-functional units.
• Routinely analyze and enhance the regional CP management dashboard ensuring KPIs are updated accordingly
• Produce and analyze quarterly CPs performance based on FLA commitments against expenditures including transfers distributed

 DELIVERABLES AT THE END OF THE CONTRACT

• All programme output data from CPs is updated and validated on monthly basis in WFP corporate system in readiness for corporate reports.
• Food and Cash-Based Transfer (CBT) distribution data from different corporate systems is reconciled on quarterly basis to the acceptable corporate level.
• COs unique planning and actual beneficiary numbers available for corporate reporting.
• Annex 8 of every CO financial closure report is timely updated with reconciled data on closing stock held by partners. 
• Validate Needs Based Plans (NBP) and Other Output Plan (OOP) documents for each CO in the region.
• CP Performance dashboard with updated data.
• Quarterly CP performance document is produced on quarterly basis. 

STANDARD MINIMUM QUALIFICATIONS

• Education: The candidate must have an undergraduate degree in business management, data science, computer science, statistics, information management or other field relevant to international development assistance, and/or trainings/courses in statistics or other related fields.
• Experience: At least two years relevant experience in programme management and technical research. Experience in analysing complex data to inform programme. Exposure to WFP country level programming is considered an asset.
• Language: Fluency in written and spoken English required. Intermediate knowledge of another official UN language is beneficial.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Proficiency in Windows, Office O365, (MS Teams, Word, Excel, PowerPoint, Outlook, Access) and other applications related to blogging.
• General knowledge of UN system policies, rules, regulations, and procedures governing administration.
• Excellent writing and communication skills.
• Excellent knowledge of visualization tools such as Tableau and SAP BI.
• Knowledge of Monitoring and Evaluation principles.
• Ability to work independently and under tight deadlines.
• Ability to work effectively with people of different national and cultural backgrounds.

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ACCOUNTABILITIES/RESPONSIBILITIES:

• Provide COs with technical and operational guidance on how to implement the 2018 NGO Corporate Guidance which includes Call for Proposals, selection process, partner induction, partner evaluations, etc.
• Liaise with HQ regarding corporate templates and standards which need to be operationalized and provide inputs/feedback.
• Support COs with the development of key documentation such as Standard Operating Procedures (SOPs), Cooperating Partner Committee ToRs, checklists, etc. that support an effective CP mgmt. function.
• Provide guidance on all implementing partner agreements including Field Level Agreement (FLA) management, including budget negotiations, budget management, distribution reports and invoice management.
• Support COs to address oversight and audit recommendations.
• Lead the rollout of new tools and processes to COs, ensuring timing, participation and process changes are coordinated with each CO to optimize impact and adoption.
• Provide training/webinars/information sessions to CO staff as required and to also equip them to be able to deliver trainings to CPs.
• Organize regional events with external CPs to strengthen and enhance WFP’s reputation as a partner of choice.
• Manage and lead a team to deliver high quality workstream results.

DELIVERABLES AT THE END OF THE CONTRACT:

• COs CP mgmt. SOP include updated policies and procedures as well as the inclusion of corporate tools and data value chain.
• Improvement plans for COs to address audit observations and oversight recommendations.
• Regional contextualization of corporate guidance, templates, training material and checklists for use by COs.
• Regional capacity strengthening plans and rollout plans of digital solutions, i.e., UNPP, Partner Connect, DOTS, Salesforce, and Partnership Action Plan (PAP).
• CO mapping tool is updated regularly based on engagement or implementation progress.

QUALIFICATIONS & EXPERIENCE REQUIRED:

Education:

• Advanced University degree in business management or other field relevant to international development assistance, or First University Degree with additional years of related work experience and/or trainings/courses.

Experience:

• 3 years of direct experience implementing programmes and managing CPs and FLAs (including FLA budgets) in various operational contexts.
• Excellent knowledge of WFP’s 2018 NGO guidance, partnership principles and modalities, including associated IRM processes.
• Strong understanding of WFP’s corporate planning processes at HQ, RB, and CO level under the IRM structure. 
• Familiarity with the WFP technical tools used for CP management and reporting, including WFP’s financial and budget management frameworks, distribution data management, CP closing stocks, etc.
• Effectively managing a team of various levels to deliver high-quality, impactful results.

Knowledge & Skills:

• Supervisory and Leadership skills
• Project Management and Contract Management.
• Excellent written and oral/presentation skills.
• Demonstrates high moral integrity and proven capacity to take initiative, show discretion and autonomy.
• Strong planning and time management, with a structured results-oriented approach and quality monitoring and reporting.
• Client focused and builds strong relationships to improve processes and support the strengthening of CO CP Mgmt. function

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ACCOUNTABILITIES/RESPONSIBILITIES:

• Provide COs with technical and operational guidance on FLA partnership management processes, latest corporate standards and templates on partnership engagements to ensure they are used correctly. Collaborate with HQ, where needed, on the need for any new/revised procedures and practices on partnership engagements required for the region and its country offices.
• In collaboration with Regional Legal unit and HQ NGO units, guide country offices on appropriate contractual relationships and tools for use.
• Ensure smooth use of the UN Partner Portal by providing guidance & support to COs and taking lead on roll out of new developments linked to UNPP and partnership management processes including support in trainings where necessary.
• Provide guidance on contracts (FLA, MoUs, etc.) management including guidance on CP budgets and its management, spot checks, partnership performance reviews and invoice management and CP Oversights
• Support COs to address oversight and audit recommendations related to partnership management
• Support in the rollout of new tools and processes on partnership management to COs, ensuring timing, participation and process changes are coordinated with each CO to optimize impact and adoption.
• Provide training/webinars/information sessions to CO staff as required and to also equip them to be able to deliver trainings to CPs.
• In collaboration with RB cross-functional units, ensure quarterly CP performance reports based on commitments versus expenditure reports, trend analysis for budget/CP funds reports are produced, disseminated, and actioned for better fund management and accountability purposes
• Act as deputy team lead in the absence of the team lead and ensure delivery of high-quality results.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE:

• Experience in CP/NGO partnership management including reviewing budgets and funds management.
• Experience in programme and/or supply chain implementation in various context
• Experiencing producing and interpreting consolidated budgets, supply chain and operational plans information
• Strong analytical skills; resourcefulness, initiative, maturity of judgment, tact, work with minimum supervision.
• Ability to communicate effectively both orally and in writing.
• Ability to work in a team and establish effective working relations with persons of different national and cultural backgrounds.

QUALIFICATIONS & EXPERIENCE REQUIRED:

Education:

• Advanced University degree in Business Administration management, or other relevant field related to international development assistant, or First University degree with additional years of related work experience and/or training/courses.

Experience:

• 3 years’ experience managing CP/NGOs and FLAs (including budgets and amendments) in various operational contexts.
• Excellent knowledge of WFP’s NGO guidance, partnership principles and modalities, strong understanding of WFP’s corporate planning processes at HQ, RB, and CO level.
• Familiarity with the WFP technical tools used for CP management and reporting, including WFP’s financial and budget management frameworks.
• Experience in leading remote teams and people not under direct supervision.

Knowledge & Skills:

• Project Management and Contract Management.
• Excellent written and oral/presentation skills.
• Demonstrates high moral integrity and proven capacity to take initiative, show discretion and autonomy.
• Strong planning and time management, with a structured results-oriented approach and quality monitoring and reporting.
• Client focused and builds strong relationships to improve processes and support the strengthening of CO CP Mgmt. function.

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ACCOUNTABILITIES/RESPONSIBILITIES:

Working in the Global Service Operations Unit under direct supervision of the Team Lead with overall reporting to the Operations Manager and the Head of Unit, the candidate will be responsible for the following duties:

• Perform detailed analysis, diagnosis, and resolution of reported issues; recommend and implement corrective solutions for remote users as needed.
• Communicate with clients and follow up on all open and pending tickets. Log issues and escalate tickets to various technical groups where necessary.
• Maintain contact with third-level support teams in resolution of issues raised by end users
• Maintain a very high level of FCR (First Contact Resolution Rate) to regularly develop troubleshooting flowcharts, utilization, and contribution to knowledge management resources to achieve faster resolution and higher FCR.
• Support the Service Operations Unit by writing python scripts for modification/addition of data into the digital assistance platform as per requirements.
• Perform peer review on scripts developed by team members, submitting these to third level support for execution.
• Maintain a repository of already written scripts, cache configuration files and SOPs around these.
• Provide direct database data extracts  or reports as per end user request.
• Participate in presentations/demos of release candidates by third level support and pass on the knowledge to the team members.
• Perform offsite and onsite SCOPE end user trainings where needed
• Translate end user specifications to technical requirements and liaise with product development team in development of the same.
• Be a first point of contact for internal queries to facilitate the provision of efficient and effective resolution of daily issues.
• Identify commonly recurring requests for assistance and advise on how these can be prevented or minimized, through training, user awareness, changes in configuration etc.
• Advise the Team Lead on any areas that require improvement.
• Perform the activities under the direct supervision of the respective Team Lead and undertake additional tasks as required.
• Any other duty that may be assigned.

DELIVERABLES AT THE END OF THE CONTRACT:

• Has experience analysing service management results and development service enhancement recommendations.
• Has participated in business process improvement efforts and identified service management improvements.
• Identified and diagnosed issues and problems, monitoring through to resolution
• Provided solutions and advised users on appropriate courses of action
• Escalated unresolved problems to a higher level of support, monitoring until resolved
• Conducted support as part of a TDY in at least one Country Office or Regional Bureau

QUALIFICATIONS & EXPERIENCE REQUIRED:

Education:

• Completion of secondary school education. A post-secondary certificate in the related functional area. First University Degree in Computer Science or related domain is an added advantage.

Experience:

• At least 2 years experience in computer systems or the technology field

Knowledge & Skills:

• Advanced computer literacy skills.
• Ability to adapt to a range of operating systems.
• Good understanding of computer systems, mobile devices, and other tech products
• Excellent communication skills, customer oriented and collaborative hands-on team member
• Basic knowledge of technology for development solutions.
• Ability and willingness to operate in difficult living conditions including remote field sites and respond to emergencies including over weekends.
• Ability to work independently