UN World Food Programme Business Support Assistant Jobs in Kenya

UN World Food Programme Business Support Assistant Jobs in Kenya

About WFP

The United Nations World Food Programme is the world's largest humanitarian agency fighting hunger worldwide.

The mission of WFP is to help the world achieve Zero Hunger in our lifetimes.

Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need.

Standard Minimum Qualifications

Qualifications, Experience, Critical Success Factors and Language:

  • Completion of secondary school education.
  • A post-secondary certificate in the Information Technology is desirable.
  • Five or more years of progressively responsible work experience in administrative function is required..
  • Experience in using advanced functionalities in Excel is highly desired.
  • Experience in using Microsoft Word, Excel, Outlook and Powerpoint is required
  • Experience in Microsoft O365 applications and functionality is highly desired.
  • Experience in SAP is required. WFP SAP (WINGS) experience is highly desired.

    Skills and Competencies:
  • Knowledge of SAP ERP system functionality, gained through relevant technical training and experience.
  • Ability to develop and maintain relationships with a range of individuals in order to provide a high-quality support service.
  • Ability to carry out basic data analysis and independently rectify problems requiring attention.
  • Ability to monitor and record financial transactions in corporate systems.
  • Experience working in an international organisation or multicultural environment will be an added advantage.
  • Excellent organisation and planning skills.
  • Attention to detail is required.
  • A pro-active approach to tasks and activities.
  • Language: Fluency in English and Kiswahili.

    Organizational Context

    These jobs are found in Country Offices (COs), Regional Bureaux (RBs), and Headquarters (HQ). Job holders performing front office management functions typically report to the Deputy Directors or Head of Offices.

    In cases where these positions support a specific business stream, the reporting line may be to the Head of Unit, Chief, or the designate.

    At this level job holders are expected to take responsibility for completion of a range of business support activities requiring some interpretation of standard guidelines/practices.

    Job holders are able to recommend a course of action to staff at various levels and may allocate tasks to more junior colleagues.

    Job Purpose

    To deliver a wide range of business support processes and activities for a specific professional area of work, to facilitate effective service delivery.

    Key Account-abilities

    Generic Responsibilities:

  • Collate information for inclusion in reports, documents and correspondence, to support the effective work of other staff.
  • Experience with advanced functions in Excel is preferred.
  • Respond to standard queries and provide timely and accurate guidance.
  • Process and manage routine administrative and financial tasks related to BTU activities, to contribute to the effective and timely management of resources
  • Manage and maintain records and databases, to ensure information is organised and readily available for staff.
  • Maintain relationships with a range of individuals through provision of business support to assist in information sharing and service delivery to staff.
  • Proof-read reports, documentation, correspondence, etc., making changes in line with established guidelines where appropriate.
  • Contribute to improvement of business procedures and processes.
  • Collect and perform basic analysis of data to contribute to quality business information management.
  • Provide guidance to junior colleagues in performing their duties.

    4Ps Core Organisational Capabilities

    Purpose

    Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives.

  • Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor.
  • Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.
  • Make our mission visible in everyday actions: Articulates how own unit’s responsibilities will serve WFP’s mission.

    People

  • Look for ways to strengthen people's skills: Trains junior teammates on new skills and capabilities.
  • Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
  • Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work.
  • Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.

    Performance

  • Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of
    work with colleagues.
  • Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.
  • Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.
  • Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.

    Partnership

  • Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.
  • Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.
  • Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives.

    Responsibilities

    Financial Back-Office support:

  • The incumbent is accountable and responsible for creating in a timely manner Purchase Requests in Wings systems, liaising with Procurement to ensure Purchase Orders are raised and subsequently, creating SES/GRN entries.
  • Run monthly reports on open Purchase Orders (balance, expenditures) to assist in forecasting activities.
  • Process invoices in corporate Invoice Tracking System:
  • clearing the invoices listed in the BTU to-do list by monthly deadlines (set by Finance Unit).
    check invoices to ensure billing accuracy (check invoiced amount vs contractural terms, PO amounts and currency);match invoices to POs and ensure payment is processed by WFP Finance Unit.
  • Should any discrepancies appear, the incumbent is responsible for contacting the supplier/WFP Finance unit to resolve issues.
  • Finally, if there are any outstanding issues, it is the responsibility of the incumbent to escalate to Head of BTU in a timely manner.

    BTU support:

  • The incumbent is responsible for collating and submitting the monthly unit attendance records to HR unit..
  • The incumbent is responsible for collecting the approved leave requests and updating the leave records for unit staff.
  • Should unit staff need to travel, the incumbent will process the Travel Authorization and organize travel arrangements.
  • The incumbent will manage the log books and waybills for tracking assets submitted to unit or dispatched from unit.
  • In addition, the incumbent will review results with helpdesk team monthly for process improvement.
  • Producing end-user guides for common IT processes using O365 functionality.

    Service Provider support:

  • The incumbent will manage and maintain Service Provider records to ensure contracts, PO and payment information is readily available.
  • Quarterly performance reviews: The incumbent will organize the quarterly meetings between Service Providers and BTU.
  • During the meetings, the incumbent is expected to participate in discussions and ensure Note for Records are produced and distributed for the meetings.

    Post-specific Responsibilities

    Kenya Country Office support:

  • The incumbent will update and circulate the Staff directory
  • Together with the Security Unit, the incumbent will renew the order for satellite phone airtime (annually)

    Mobile phone services:

  • Receive and process requests for new SIM cards, phones and modems (liaising with Administration Unit for equipment and Mobile Operator for SIMs).
  • Assist end-users with troubleshooting SIM issues.
  • Review mobile phone operator invoices for discrepancies and report to mobile phone operator
  • Maintain the WFP database for staff SIM cards (voice and data)
  • Analyse invoices for high-usage. Inform staff on high-usage.
  • Business Continuity – Internet services
  • Ensure contracts with service provider do not lapse.
  • Troubleshoot issues with service provider

    How to Apply
  • WFP is an equal opportunity employer and does not charge fees from applicants at any stage of the recruitment process.
  • Only short listed applicants will be contacted.
  • Qualified female candidates are particularly encouraged to apply.
  • For any queries write to Nairobi.queryhr@wfp.org.
  • Please visit the following websites for detailed information on working with WFP.
  • The Closing date for this vacancy is 29th April 2019.

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