To deliver a wide range of administration processes and activities for a specific professional area of work, to facilitate effective service delivery
KEY ACCOUNTABILITIES (not all-inclusive)
1. Coordinates with the Travel Management Company and/ or Procurement team to book events, Conference Facilities and Hotel rooms.
2. Guide staff requesting Event bookings on the right procedures to follow.
3. Respond to Event Management queries and provide timely and accurate guidance.
4. Manage and maintain records and databases related to Events Management, to ensure information is organized and readily available for staff.
5. Give feedback to Business Support assistants on new procedures related to Events Management, and support on issues that they may have.
6. Follow with the Travel Management company on any issues raised, or documented lack of customer service.
7. Maintain relationships with a range of individuals through provision of business support to assist in information sharing and service delivery to staff.
8. Proof-read reports, documentation, correspondence, etc., making changes in line with established guidelines where appropriate.
9. Contribute to improvement of business procedures and processes.
10. Collect and perform basic analysis of data to contribute to quality business information management.
11. Provide guidance to junior colleagues in performing their duties.
12. Provide inputs to routine methods and practices in own area of work, to support the office
13. Continuous improvement of services provided
14. Will be required to take on additional responsibilities in the field of facilities, transport, and contract management in the absence of the focal point.
15. Other as required.
STANDARD MINIMUM QUALIFICATIONS
Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.
Language: Fluency (level C) in English language
WFP LEADERSHIP FRAMEWORK
These are the common standards of behaviour that guide HOW we work together to accomplish our mission.
| Leads by Example with Integrity | Drives Results and Delivers on Commitments | Fosters Inclusive and Collaborative Teamwork | Applies Strategic Thinking | Builds and Maintains Sustainable Partnerships |
| Lives the WFP values and shows humanity and integrity by role modelling care for others | Delivers on commitments and adapts readily to change | Is inclusive and collaborative, and contributes to a culture of learning and personal growth | Demonstrates commitment to gather perspectives, analyse options and risks, and propose new ways of doing things | Builds and nurtures external partnerships and collaborates with partners to deliver common objectives |
Different expectations of behaviour are defined depending on your grade and role/responsibilities within WFP.
FUNCTIONAL CAPABILITIES
| Capability Name | Description of the behaviour expected for the proficiency level |
| Business Support Services & Reporting | Exhibits ability to convert business plans into clear actions for team members to support the implementation of the program. Collects and reports data to draw out fact-based insights. |
| Internal Controls & Risk Management | Demonstrates basic knowledge of internal controls, risk management, and monitoring mechanisms and their applicability to immediate client’s critical activities. |
| Resource Management | Monitors trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders and key clients. |
| Specialised Knowledge in Administrative Services | Demonstrates a broad or specialist knowledge of administration best practices, techniques and processes, and a good grasp of WFP standards, processes, and infrastructure in area of responsibility; applies this to ensure the provision of efficient and effective administration services. |
| Customer Focus | Monitors and supervises administrative work against the established standards and protocols for service excellence. Ensures that customer problems are identified and resolved. |
DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE
Experience: Five (5) years of progressively responsible experience in in the area of administration and a minimum of two (2) years in a similar role is desirable.
Knowledge and skills:
- Has demonstrated an ability to perform all routine administrative activities in line with WFPs operating standards through day to day work
- Has supported in providing ad-hoc guidance to new staff members
- Has Knowledge of working with an Events Management Company.
TERMS AND CONDITIONS
Type of contract: Fixed Term
Unit/Division: Administration/WFP Regional Bureau for East Africa (RBN)
Duty Station(City, Country): Nairobi, Kenya
Duration of contract: 12 months (with possibility of extension)
DEADLINE FOR APPLICATIONS
Applications must be submitted by Tuesday 18, July 2023 (11:59 PM CET).
