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  • Posted: Feb 18, 2019
    Deadline: Feb 18, 2019
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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.
    Read more about this company

     

    Administration Officer - Consultant

    The Administration Service portfolio for WFP operations includes travel services for WFP employees, delivering and maintaining the most fit-for-purpose facilities, managing our pool of assets and providing infrastructure and emergency response capacity through sophisticated engineering services, light fleet management and humanitarian accommodation and with administrative field support teams available in all these areas.  We always aim to deliver in line with WFP’s corporate commitment to Cost Excellence and sustainability, measuring and reducing our environmental impact in all that we do.

    JOB PURPOSE

    Within delegated authority, the Administration Officer will be responsible for providing guidance, oversight, and support for the management of Administration activities. The selected Consultant Administration Officer will be based in Nairobi, Kenya with frequent travel to the field offices and under the direct supervision of the Head of Administration & Finance.

    KEY ACCOUNTABILITIES (not all-inclusive)

    • Contribute to the development of strategic Administration annual plans, related to longer term strategies and improvements to policies, systems and procedures ensuring services provided support WFP strategic objectives and comply with corporate policies, standards, regulations, whilst improving processes and which facilitate efficient and effective administration services;
    • Manage and/or carry out complex data analysis to provide management and clients with the accurate information and reports for efficient planning and decision-making;
    • Manage the existing resources in the area of responsibility (e.g. WFP managed facilities, assets, travel management, etc.) and estimate new requirements aiming at efficiency, cost-effectiveness and timeliness of operations and services;
    • Utilize, manage, monitor, and analyse data from a variety of systems used for asset and Administration management (Physical Inventory Management, using GEMS mobile, Fleet Management System, Travel Management – using a WINGS-based system, and Facilities Management – using Archibus);
    • Facilitate the compliance of the services provided (e.g. WFP managed facilities, assets and travel management, etc.) with the corporate Occupational Safety and Health Policy and provide recommendations to the management on any improvements/changes, when required;
    • Review and revise Administration related Standard Operating Procedures (SOPs) in to ensure compliance and consistency;
    • Review agreements with suppliers and MoUs with other UN Agencies to ensure alignment;
    • Promote a culture of environmental sustainability throughout WFP by role modelling actions that drive sustainability in all administrative activities;
    • Manage and motivate a multicultural team(s), provide coaching, training and guidance as required to ensure appropriate development and enable high performance, reviewing staff capacity and proposing methods to build capacity;
    • Build productive partnerships with WFP stakeholders, other UN agencies and local government offices;
    • Contribute to preparedness actions such as risk analysis, and contingency planning, monitoring the management of risks and reporting on actions taken;
    • Any other duties as may be assigned, including visits to remote field locations.

    OTHER SPECIFIC JOB DELIVERABLE

    • Development of SOP’s and supporting systems
    • Improved delivery and compliance of administration related services
    • Streamlined data analysis, customer service, work-ticketing and reporting systems are established
    • Development of Facilities Management plans, identifying key issues
    • Opportunities for increased cost efficiencies and greening of services developed

    STANDARD MINIMUM QUALIFICATIONS

    Education:

    • Advanced University degree in Business/Public Administration, Engineering, or other relevant field relating to office management and administration, or First University degree with additional years of related work experience and/or training/courses.

    Experience:

    • At least 5 years work experience in Administration Management;
    • Previous international work experience – either with UN organisation or international organization is an asset;
    • Proven track record of successful customer service approach when responding to counterparts/stakeholders – both internal and external;
    • Extensive experience with Contract and Asset Management;
    • Experience managing multi-functional, culturally diverse teams of staff;
    • Proven experience providing a supportive role leading projects and implementing strategic vision into functional policies

    Language:

    • Excellent written and oral communication skills in English;
    • Proficiency in a second UN official language to at least intermediate standard is highly regarded.

    FUNCTIONAL CAPABILITIES

    • In-depth knowledge in the preparation and implementation of SOPs;
    • Ability to critically review existing procedures and systems to recommend improvements where necessary to address potential weaknesses and mitigate risk;
    • Applies expert knowledge of administration best practice, concepts and principles and advanced understanding of WFP standards, processes and infrastructure to manage optimisation across the entire organisation, and to drive technological and process improvements which position WFP as a pioneer in administrative services;
    • Proactively monitors performance and delivers high quality service to meet the needs of customers, requesting customer feedback and taking ownership of customer problems that arise. Pre-empts needs of customers based on experience;
    • Knowledge and/or experience in collaborating and implementing Occupational Health and Safety projects within the area of Facilities Management;
    • Knowledge and experience with UN procedures and practices, desirable

    go to method of application »

    Communications Associate (Graphic Designer)

    JOB PURPOSE

    The purpose of the position is to support WFP Kenya office by providing graphic design and layout services.

    Deliverable: Quality design for various WFP assignments completed in line with WFP branding requirements and within specified deadlines.

    KEY ACCOUNTABILITIES (not all-inclusive)

    Implement WFP’s branding policy:

    • Ensure that all publications, reports and products are produced in line with WFP’s branding guidance;
    • Implement the branding guidelines in all WFP communication products;
    • Deliver creative and innovative ideas for print, digital and web-based presentations.

    Design and lay-out of reports and other products:

    • Design of reports and other communication materials for printing and digital distribution;
    • Improve and edit artwork, photos, charts and other graphic elements;
    • Layout and design information and communication materials (banners, posters, booklets, leaflets, books, calendars, bulletins, flyers, factsheets, sitrep reports, cards);
    • Edit photographic files for illustrative and layout purposes such as publishing, presentations;
    • Custom photo editing (restoration, noise reduction, tonal adjustment and colour correction);
    • Prepare final digital files for press, print, web and social media.

    STANDARD MINIMUM QUALIFICATIONS

    Education: Completion of secondary school education. A post-secondary certificate in design or related functional area.

    Strong theoretical and practical background in graphic design, including the use of design software such as Adobe Creative Cloud – (InDesign, Illustrator, Photoshop, Lightroom, Premier)

    Language:  English language.

    Other Requirements

    • Show a clear and mature style of design, demonstrating an understanding of the communication requirements of a UN agency.
    • Proven experience of graphic production from start to published/printed product with knowledge of printing processes (offset and digital) and color management;
    • Good understanding of new and evolving technologies and digital platforms;
    • Advanced knowledge of standard software packages, including Microsoft Office, Adobe Creative Cloud etc.
    • Working experience in development or humanitarian environment is desirable.

    4Ps CORE ORGANISATIONAL CAPABILITIES

    Purpose

    • Understand and communicate the Strategic Objectives: Coaches team in the most effective ways to communicate WFP’s Strategic Objectives to WFP team and partners in the field.
    •  Be a force for positive change: Implements new methods or tools to improve team’s work processes and productivity.
    •  Make the mission inspiring to our team: Maps team’s activities and tasks to specific successes in beneficiary communities to showcase positive impact.
    •  Make our mission visible in everyday actions: Explains to teammates how each unit contributes to the overall WFP mission.

    People

    • Look for ways to strengthen people’s skills: Identifies skill development opportunities such as training modules or on-the-job experiences for self, colleagues and direct reports.
    •  Create an inclusive culture: Facilitates team building activities to build rapport in own unit.
    •  Be a coach & provide constructive feedback: Facilitates the pairing of junior colleagues with coaches within own team.
    •  Create an “I will”/”We will” spirit: Proactively anticipates potential challenges and develops mitigation plans to ensure that team meets goals and targets.

    Performance

    • Encourage innovation & creative solutions: Identifies opportunities to be creative in own work and to help team be more innovative and accurate in their respective tasks and areas of work.
    •  Focus on getting results: Monitors team’s deliverables and provides feedback to ensure outcomes are delivered consistently and accurately.
    •  Make commitments and make good on commitments: Provides accurate guidance to team on expected responsibilities and tasks, whilst also upholding own commitment to the team.
    •  Be Decisive: Sets an example and provides guidance to junior team members on when to escalate issues when faced with challenging issues in the workplace or in the field.

    Partnership

    • Connect and share across WFP units: Facilitates partnerships with other WFP units to accomplish missions in the field.
    •  Build strong external partnerships: Sets an example and provides guidance to team on how to build relationships with external partners.
    •  Be politically agile & adaptable: Articulates to colleagues or direct reports the value of contributing to other WFP teams and agency partnerships in fulfilling WFP’s goals and objectives.
    •  Be clear about the value WFP brings to partnerships: Organizes, monitors, and prioritizes own and team’s efforts to ensure that they will fulfill the needs of internal and external partners.

    FUNCTIONAL CAPABILITIES

    Capability Name Description of the behaviour expected for the proficiency level
    Media and Influencer Relationship Management Demonstrates ability to respond to and/or escalate needs of media and influencers within own scope of responsibility to raise the profile of WFP, build relationships and further organisational aims.
    Media and Communication Expertise Collates accurate and timely information presented in required format (i.e. written or visual materials) as well as verbally, to enable information flows and informed decision making on communications issues.
    Specialised Knowledge in Communications Exhibits specalised technical knowledge of communications channels processes, tools and techniques. In immediate area of responsibility, provides support in developing written, visual, audio and multi-media content for communications materials and suggestions for improved communications processes.
    Sociopolitical Contextual Understanding Shows awareness of the multilateral/interagency environment and the dynamics in which WFP operates which informs approach to daily tasks.
    Communication Strategy and Planning Demonstrates sound understanding of WFP communications strategy and effectively implements tailored media and communications plans which support the delivery of the strategy.

     

    Method of Application

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

     

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