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Recruitment of a  programme associate (Partner Agreements and Invoice processing) – SC6

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Recruitment of a  programme associate (Partner Agreements and Invoice processing) – SC6

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.

Organizational context :

Under the direct supervision of Programme Policy Officer- (Partnership and COMET management), the incumbent will support the formulation and management of field Level agreements (FLAs) and Memorandum of Understanding (MoUs) for the Kenya Country Office. The main outputs include; facilitating the partnership cylce, from formulation and processing of Expression of Interests (EoIs) to operationalisation of agreements, including conducting partner capacity assessments and risk analysi. The incubent will also contribute to partnership management including their registration and maintanance in WINGS, invoice processing for payments, and evaluation supported.

Standard minimum qualifications :

Education :

University Degree in business studies, community development, social sciences, project management, statistics and development studies or any other related field is desirable.

Experience :

At least three years of progressively responsible experience in either partnerships management, programme implementation, monitoring and evaluation for a humanitarian – development agency. Experience in WFP food assistance programmes is an added advantage.

Key accountabilities (not all-inclusive) :

  1. Prepare and circulate Expression of Interest (EOI) and Request for Proposals (RfP) for competitive partner selection in consultation with programmes outcome/activity ;
  2. Conduct capacity assessment and due diligence on minimum requirements for potential partners including vetting against the UN sanction list ;
  3. Prepare and package relevant documentation for presentation and discussion by the Cooperating Partners Committee (CPC) ;
  4. Ensure CPC meetings are documented through a Note for the Record (NFR) shared and filed for further reference ;
  5. Support preparation and signing of Field Level Agreements (FLA) and Memorandum of Understanding (MoU) documents ;
  6. Ensure new agreements and partners are registered and maintained in corporate systems including the vendor master and WFP Information Network and Global System (WINGS) ;
  7. Receive and review partner invoices ensuring completeness of supporting documents as per the approved budget and workplans in the agreement ;
  8. Process partner invoices in WINGS by creating appropriate Service Entry Sheets (SES) and/or Good Receipt Notes (GRN) ;
  9. Take invoices through necessary approvals including validation in the online Invoice Tracking Tool (ITS) and forward to Finance Unit for final payment processing ;
  10. Keep respective outcomes/activities, Field Offices and Partners informed on all payment status and act on any follow-up issues ;
  11. Maintain an efficient data base for all agreements and keep relevant Units informed on their status and actions thereof ;
  12. Keep track of recommendations raised from partnership performance reviews and ensure respective parties are informed on their follow-up actions ;
  13. Support periodic spot-checks on partner’s utilization of WFP funds in collaboration with Finance Unit.
  14. Participate in trainings and capacity building initiatives for partners aimed at enhancing their performance and strengthen relationship with WFP.

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 fulfil the needs of internal and external partners.

Functional capabilities :

Capability NameDescription of the behaviour expected for the proficiency level
Programme Lifecycle & Food AssistanceDemonstrates ability to identify key variables and contextual factors that affect food assistance problems and programmes throughout the lifecycle to inform quality programme design or re-design.
Transfer Modalities (Food, Cash, Vouchers)Demonstrates ability to implement, under guidance, food assistance programmes deploying the full range of transfer modalities with an understanding of basic principles guiding modality selection and implementation.
Broad Knowledge of Specialized AreasUnderstands basic technical concepts and data and their relevance to food assistance programmes.
Emergency ProgrammingDisplays capacity to provide inputs into the development, implementation and realignment of high quality emergency programmes.
Strategic Policy Engagement w/GovernmentUnderstands and applies basic principles of engagement with government counterparts at the national or local level.

Other specific job requirements :

Knowledge & Skills :

  • Specialised knowledge of the application of common business processes, practical business support methods, procedures and systems used in area of work, gained through technical training and work experience ;
  • Good communication skills in order to provide specialised business support services to a wide range of individuals ;
  •  Ability to analyse and interpret financial data and monitor budgets ;
  • Ability to proactively identify and recommend areas for improvement to the design and delivery of specialised services ;
  • Ability to build relationships with a variety of individuals across functions ;
  • Experience in coordinating the work of others and self and training and supporting others ;
  • Ability to maintain confidentiality.

Desired experiences for entry into the role :

  • Has worked with technical teams (i.e. nutrition, VAM, etc.) ;
  • Has contributed to implementation of programmes ;
  • Has observed or assisted with policy discussions.

Terms and conditions :

  • 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 [email protected]

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