Administrative Associate Vacancy-Job Ref: JKKEWFP/1904/202453
Nairobi (Kenya)
JOB DESCRIPTION
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.
BACKGROUND AND PURPOSE OF THE ASSIGNMENT
Farm to Market Alliance is a public-private partnership that is made up of six like-minded organizations with a joint vision to enable sustainable food systems through strengthened markets to empower farmers to increase their yields, incomes, and resilience and to improve African food security. FtMA is currently active in 4 countries, Kenya, Rwanda, Tanzania, and Zambia.
The role is based in Nairobi, reporting directly to the FtMA Director. The incumbent will ensure that all activities to serve the FtMA Global Team needs are met and ensure adherence to FtMA’s corporate goals. The incumbent will assist the MD & Deputy with planning of meetings, appointments, assisting in office management, organize and coordinate administration duties. The role aims to create and maintain a pleasant work environment.
KEY ACCOUNTABILITIES (NOT ALL-INCLUSIVE)
Support the FtMA Managing Director & Deputy Director in preparing for and engaging in meetings, events, and missions, which encompasses tasks such as creating PowerPoint presentations, formulating talking points, and more.
Assist with ensuring timelines are met, with production and compiling of reports in order to contribute to the provision of accurate information for informative decision-making and to support the effective and timely management of FtMAs resources
Maintain the MDs calendar and schedule meetings and appointments;
Maintain the calendar for the Global Team and Country Team meetings; Calendar updated with all country(ies) events: World Food Day, country specific holidays & events, conferences;
Prepare meeting records, NFR’s, memos, etc for all meetings;
Act as main focal point with WFP Country Office and ICRAF for day to day administrative tasks; support and manage processes (ie procurement, local travel, etc)
Work in close collaboration with the Budget officer: a. to coordinate the office needs; b.verify status of any IT equipment; c. liaise with relevant WFP country offices: bookings of training, travel etc.
Responsible for provision of services such as facilities management etc., reporting any discrepancies to the supervisor for consistent and timely delivery of services, to ensure the provision of a safe and comfortable working environment for all FtMA staff.
Organize and maintain the office conditions and arrange necessary repairs, stationery and equipment, maintain updated office inventory;
Answer a range of queries related to the provision of administrative services in order to support the resolution of daily issues;
Ensure delivery and setup of any equipment/office and office needs are met;
Provide general support to external visitors for meetings with FtMA staff in ICRAF and WFP;
Perform other related duties as required.
STANDARD MINIMUM QUALIFICATIONS
Education:Completion of secondary school education. A post-secondary certificate/diploma in Business. A degree in Administration or related field is desirable.
Experience: At least 6 years of experience in office management and proven experience as an Office Manager, Front Office Manager or Administrative Assistant.
Language : Fluency in spoken and written English.
Knowledge and Skills
Excellent time management skills and ability to multi-task and prioritize work
Excellent written and verbal communication skills
Attention to detail and problem solving skills. The ideal candidate for this position must be able to work independently and unsupervised as well as in a team-oriented environment.
Strong organizational and planning skills in a fast-paced environment.
A creative mind with an ability to suggest improvements.
Proficiency in MS Office.
Strong relationship-management skills, with experience in coordinating between various stakeholders.
Exceptional organizational and time management skills, ability to follow up on pending tasks to ensure their completion in a timely manner.
Knowledge of pro smallholder farmer and commercial agriculture models. Knowledge and understanding of United Nations role in humanitarian and development cooperation.
Ability to stay calm, positive and work well under pressure, and adhere to tight deadlines.
Ability to work in a team and establish effective working relationships with people from different nationalities and cultural backgrounds.
FUNCTIONAL CAPABILITIES
Capability Name
Description of the behaviour expected for the proficiency level
Business Support Services & Reporting Applies strong ability to identify country level requirements and develop customer focused solutions and action plans. Communicates data-based findings in a highly impactful way that is tailored to the audience.
Internal Controls & Risk Management Utilises understanding of risk management approaches and internal controls to monitor projects and programmes to confirm regulatory compliance, ensure data integrity and ensure client satisfaction.
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.
DELIVERABLES AT THE END OF THE CONTRACT
Organized Calendar for team(s)
Updated portfolio of Powerpoints to be used by the Team
Effective support given to MD and DMD
Streamlined processes with WFP Country Office and ICRAF in Nairobi

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