World Food Programme Administration Assistant - Protocol Services Jobs in Kenya

World Food Programme Administration Assistant - Protocol Services 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

  • Education: Completion of secondary school education.
  • A post-secondary certificate in the related functional area is desirable.
  • Language: General Service (Headquarters): Fluency (level C) in English language.
  • Fluency (level C) or intermediate knowledge (level B) of another official language may be required depending on the location of the post or area of responsibility.

    General Service (Field):
  • Fluency in both oral and written communication in the UN language in use at the duty station and in the duty station’s language, if different.

    Organizational Context
  • These jobs are found in Country Offices (COs), Regional Bureaus (RBs), and Headquarters (HQ).
  • The Job holders report to a Head of Unit, Chief, Administration Officer, or the designate.
  • At this level job holders are expected to take responsibility for completion of a range of processes and activities requiring some interpretation of standard guidelines/practices.

    Key Account-abilities
  • Assist the Protocol team in carrying out the work of the Program Unit, and deputize for the Manager in his/her absence as follows:
  • Apply the provisions of the the WFP Host Country Agreement to Internationally recruited UN Staff Members posted to the Kenya Duty Station;
  • Coordinate with the relevant Kenya Government representatives (demonstrating tact, diplomacy, firmness and persistence when necessary) to negotiate and solve sensitive and complicated problems.
  • Escalate issues to the Head of Admin if necessary.
  • Maintain regular contact with the regular Kenyan Government offices to ensure that information available to staff on immigration, duty-free, and VAT exemptions is updated immediately changes occur.
  • Conduct briefings for new staff members on immigration formalities, duty-free and tax exemption privileged, and vehicle registration, and ensure that the information is up-to-date;
  • Provide guidance to staff members in completing forms relating to the privileges and exemptions.
  • Ensure the timely processing of the following for the organization and eligible internationally recruited staff members and their dependents : notification of arrival documentation and the issuance of diplomatic identity cards and PIN numbers.
  • Issuance of re-entry passes and renewal of the same; duty free imports and purchase of duty free liquor and tobacco (official/ staff members);
  • Issuance and renewal of interim and new Kenyan driving licenses; registration of new / second hand vehicles and transfer / disposal of used vehicles (official / staff members); VAT exemptions (official / staff members), issuane of red number plates and airport passes.
  • Provide assistance to the Protocol team in the maintenance and integrity of data and records, generation of reliable reports and statistics, and daily work distribution within the Unit, as follows:
  • Maintain an up-to-date filing system and electronic database with client data and ensure the integrity of data stored therein.
  • Track expiry dates of documents and visas and notify clients to initiate renewal action in good time.
  • Prepare workload statistics from data extracted from all databases and generate reports as required.
  • Prepare correspondence, Note Verbals, covering letters, and reports upon request.
  • Records and Data Management: Responsible for assembling, cataloging, preserving and managing valuable collections of historical information for the country office.
  • Ensure the CO complies wiht the records management recalculation and policies.
  • Manage the archived paper documents in line iwht the corporate guidelines ensuring that archived documents are readily retrievable.
  • Manage the set-up of electronic records archives, ensuring swift and easy data access and retrieval as required.
  • Set-up of filing system ensuring that Country Office information is accurately managed and readily available and accessible.
  • Manage the safe disposal of archived documents in accordance with the retention policy.
  • Ensure that records are well protected,, managing the environment where they are stored.
  • Supervise other General Service Staff in the Unit as follows:
  • Provide
    guidance to other general service staff in the Unit.
  • Foster teamwork and communication among staff in the Unit.
  • Lead by example.

    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.
  • Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.

    Additional Competencies Required for the Role:
    Client Orientation:

  • Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view;
  • Establishes and maintains productive partnerships with clients by gaining their trust and respect;
  • Identifies clients' needs and matches them to appropriate solutions;
  • Monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems;
  • Keeps clients informed of progress or setbacks in projects;
  • Meets timeline for delivery of services to clients,

    Technology Awareness:

  • Keeps abreast of available technology
  • Understands applicability and limitation of technology to the work of the office
  • Actively seeks to apply technology to appropriate tasks
  • Shows willingness to learn new technology.

    Professionalism:
  • Knowledge of database maintenance functions;
  • Ability to undertake basic research and gather information from standard sources.
  • Demonstrated ability to apply good judgement in the context of assignments given;
  • Shows pride in work and in achievements;
    Demonstrates professional competence and mastery of subject matter;
  • Is conscientious and efficient in meeting commitments, observing deadlines and achieving results;
  • Is motivated by professional rather than personal concerns;
  • Shows persistence when faced with difficult problems or challenges;
  • Remains calm in stressful situations.

    How to Apply
  • Qualified female candidates are particularly encouraged to apply.
  • For any queries write to Nairobi.queryhr@wfp.org
  • WFP is an equal opportunity employer and does not charge any fees during the recruitment process.
  • Only short-listed applicants will be contacted
  • The deadline for receiving applications is 13th October 2019.

  • For more information and job application details, see; World Food Programme Administration Assistant - Protocol Services Jobs in Kenya

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