Openings at World Food Programme (WFP)

KEY RESPONSIBILITIES (not all-inclusive, within delegated authority):

• Under the overall guidance of the Head of Unit, the incumbent will provide end-to-end visibility on procurement function, to enable synergy and adequate decision-making, so the organisation’s ability to obtain better value for money is influenced and consequently, organisational objectives and policies are positively impacted. More specifically, the incumbent will have the following responsibilities:

Summary

• Support the implementation of a knowledge management strategy
• Develop and maintain knowledge building and knowledge sharing tools and practices aiming to enhance and promote the visibility of procurement operations in the region
• Implementation of administrative and financial tasks related to the Procurement Unit’s work

Detailed Activities:

• Draft unit reports, meeting minutes, regional food market intel bulletins and newsletters on a regular basis.
• Draft procurement briefs, updates, success stories and further develop internal records and databases, ensuring information is accurate, organised and available for others to access.
• Contribute to communication pieces through good research, analysis of assigned area of work and timely preparation and distribution of information products to target audiences.
• Navigate through the existing corporate digital platforms to extract statistical information for the unit reports and donor briefs.
• Produce visual information such as tables, graphs and other infographics in suitable format for reporting and illustration purpose;
• Monitor social media, specialised publications, UN reports, engage with Country office procurement staff for updates and report relevant information to senior staff to inform the development of markets and other relevant information.
• Support to formulation and implementation of communication strategy
  •  Respond to specialised queries and requests for support, using initiative and following standard processes, to ensure timely and accurate resolution of all enquiries
  •  Analyse previous purchasing data to establish apparent trends to form key input in the procurement decisions and strategies.
• Support capacity building of Procurement staff in providing advice and guidance within area and level of expertise, to ensure that all activities meet desired standards of consistency, quality and impact.
• Maintain relationships with internal and external stakeholders, in order to provide an aligned, coherent service, and to identify opportunities to collaborate/integrate processes and activities.
• Provide a full range of complex business support services to contribute to the effective functioning of the unit and regional procurement operations, including the management of workshops, training programs, etc.
• Perform other tasks as required.

STANDARD MINIMUM QUALIFICATIONS

• Education: A Universitiy Degree in Social Sciences or related fields (preferably Communications, International Development, or Political Sciences)
• Experience: At least three years of progressively responsible national and/or international experience in communications, information management, reporting and/or business-related positions. Working knowledge of Supply Chain fundamentals is beneficial.

Knowledge & Skills: 

• Experience in communication required.
• Excellent writing skills (in English), proofreading, and editing skills. Ability to produce high-quality written materials, including graphically based Power Point presentations as well as text documents.
• Proven and demonstrable knowledge and experience in statistics, data analysis and/or information management;
• Good knowledge of East Africa supply chains is a strong added advantage
• Collaborative spirit able to liaise with a wide range of people at levels and across different cultures and to act with credibility and diplomacy.
• Strong 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.
• Self-motivated and able to work with a high degree of autonomy.
• Fully committed and motivated to achieve the aims of the UN WFP.
• Strong conceptual thinking

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BACKGROUND AND PURPOSE OF THE ASSIGNMENT:

• The Regional Bureau Nairobi is looking for a highly qualified and dynamic HR Assistant proficient in Performance Management, Employee Engagement and Learning & Development who can be deployed to support the Regional Bureau and RBN Country Offices in reinforcing a performance & accountability mindset, coordinating and deploying various workplace culture initiatives in line with the WFP Global Staff Survey(GSS) Action Plans, the RBN culture change champions action plan to support the development and enhancement of positive workplace culture.
• The HR Assistant will also perform a range of HR tasks to support accurate implementation of WFP policies and procedures and facilitate the effective functioning of a client-focused and strategy-oriented HR services.

KEY ACCOUNTABILITIES (not all-inclusive)
PERFORMANCE MANAGEMENT

• Support the delivery and deployment of strategic initiatives aimed at reinforcing a performance & accountability mindset amongst staff and supervisors.
• Provide guidance system support for the efficient use of the Performance Management system (PACE) and respond to inquiries on Performance Management policies and processes, in consultation with the relevant HR Officer.
• Support the effective management of the Performance Management process by monitoring and reporting on compliance to key corporate performance milestones and timelines.

 
WORKPLACE CULTURE

• Contribute to the fulfilment of WFP’s workplace culture ambitions by supporting the implementation of employee engagement activities aimed at building and enhancing a positive workplace culture.
• Keep track and support the implementation of the Global Staff Survey (GSS) Action plan at the Regional Bureau Nairobi in line with the culture champions initiative.

ADDITIONAL RESPONSIBILITIES

• Provide assistance on general HR queries and follow up actions, to ensure consistent and high quality HR services are delivered to clients.
• Provide guidance and on-the-job training to other staff, to support their development and increased knowledge of HR systems and procedures required to perform their duties.
• Liaise with other internal units/offices on HR related matters, i.e. payroll, contracts, etc. and provide necessary information in order to enable timely HR services. 
• Extract and compile HR data on staff recruitment and selection, contractual conditions, entitlements, performance and training requirements, to support analysis and reporting needs.
• Provide administrative support in various HR activities in the areas of work allocated by the professional officer including on boarding of new staff members in compliance with relevant processes and procedures.
• Maintain confidential personnel records, HR databases and archives, to ensure data and files are accurately stored and updated in compliance with the established standards.
• Draft various HR documentation required for the specific area of work (e.g. employment contracts, transfer letters, training-related documents, etc.) ensuring accuracy and meeting established deadlines.
• Use HR management systems for entering and updating a variety of HR data including assistance in monitoring various deadlines (e.g. contract expiration, PACE, etc), ensuring compliance with the established deadlines and accuracy of HR data.

Knowledge and Skills:

• Solid knowledge of core HR areas: strategic staffing, learning and training; performance management, career development, staffing and recruitment, and case management
• Proficiency in HR Systems and Microsoft Windows applications, namely Excel, Word and Power Point
• Unquestionable and demonstrated ability to ensure total discretion, confidentiality and strong personal ethics
• Ability to build strong working relationships with counterparts across the HR Division and the World Food Programme
• Has provided ad-hoc guidance to less experienced staff members
• Has provided briefing to new recruits as part of the onboarding process
• Ability to articulate issues and recommend solutions to aid in decision-making
• Able to 'roll up sleeves'; has the flexibility to engage in all aspects of HR work, from identification of issues to implementation of solutions
• Strong oral and written communications and presentation skills, ability to translate data for a variety of audiences, and experience with preparing client-ready materials
• Great interpersonal skills
• Strong quality control orientation; attention to detail
• Demonstrated ability to work in a fast paced and dynamic work environment

STANDARD MINIMUM QUALIFICATIONS

• Education: A University degree in Human Resource Management, Public or Business Administration, Industrial Psychology, or other relevant fields, or a post-secondary certificate with additional years of related work experience. 
• Experience: At least 4 or more years of progressive work experience in the field of Human Resources Management, Business Development, Psychology, Organizational Design and Development and General Office Administration, or similar field.
• Language: Fluency in both written and spoken English. Proficiency in French is highly desirable.

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JOB PURPOSE

• To deliver a full range of HR support services to ensure accurate implementation of WFP policies and procedures and facilitate the effective functioning of a client-focused and strategy-oriented HR services.

KEY ACCOUNTABILITIES (not all-inclusive)

• Provide assistance on a wide range of complex HR queries and follow up actions, to ensure consistent and high-quality HR services are delivered to clients.
• Allocate responsibilities and support on-the-job learning and development of junior support staff, to ensure they have adequate knowledge of HR systems and procedures required to perform their duties and subsequently can contribute to the provision of effective HR services.
• Analyse and respond to various internal and external queries, to ensure that clients are well-informed and that HR team activities are aligned with broader WFP objectives.
• Review and compile a variety of data on staff recruitment and selection, contractual conditions, entitlements, performance and training requirements, workforce, etc., to support analysis and reporting needs.
• Support activities in the areas of work allocated by the professional officer in compliance with relevant processes and procedures.
• Support and deliver on boarding for new staff joining WFP, to ensure that relevant processes are followed and the conditions of terms of service are explained and understood.
• Prepare a range of complex HR documentation required for the specific area of work (e.g. employment contracts, transfer/separation letters, training-related documents, etc.) ensuring accuracy and meeting established deadlines.
• Use HR management systems for reviewing, entering and updating a variety of HR data including monitoring various deadlines (e.g. contract expiration, PACE, etc), ensuring compliance with the established deadlines and accuracy of HR data.
• Co-ordinate the maintenance of confidential personnel records, HR databases and archives, to ensure data and files are accurately stored and updated in compliance with the established standards
• Monitor staff deployment and handle related administrative actions including preparation of reports, to support efficient HR service enabling WFP to respond quickly to a crisis.
• Support with budget monitoring of the HR function by generating timely monthly reports for the Senior HRBP.
• Coordinate the Country Offices’ funds utilization reporting for the Critical Corporates Initiatives’ by ensuring that monthly reports are received on time and compiled for presentation to the Senior HR BP.
• Support the Regional Bureau CCI team with incoming requests on the Critical Corporates Initiatives received from the Country offices and Headquarters.

STANDARD MINIMUM QUALIFICATIONS

• Education: A University degree in Human Resource Management, Public or Business Administration, Industrial Psychology, or other relevant fields, or a post-secondary certificate with additional years of related work experience.
• Experience: At least 5 years of progressively responsible work experience in the field of Human Resources Management or other related field.
• Language: Fluency (level C) in the English language and the duty station’s language, if different.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Prior experience in Recruitment and Selection/Talent acquisition activities, employee benefits and entitlements 
• Experience in the use of Human Resource information systems HRIS
• Experience in budget preparation, monitoring and reporting
• Has gained experience of WFP HR Services operating standards across a range of international humanitarian contexts
• Has provided training to new staff members within area of expertise and supported with ad-hoc queries
• Proficiency in Office 365