UN World Food Programme – Somalia
JOB ADVERTISEMENT
VACANCY ANNOUNCEMENT NO. VA-055/2010
_____________________________________________________________________________
Post Title: Programme Assistant (External Relations) Post Grade: SC 5
Duty Station: Nairobi with travel to Somalia Date of issue: 05.10.2010
Contract type: Service Contract Closing date: 19.10.2010
Organizational background
The World Food Programme Somalia activities include food assistance relief, emergency school feeding, humanitarian air and logistics services, food coordination and emergency rehabilitation projects.
This position is open to Kenyan nationals. Qualified candidates and Female candidates in particular, are encouraged to apply.
Major Duties and Responsibilities:
Under the direct supervision of External Relations Officer (ERO), the incumbent performs the following duties:-
- Due to the complex nature of the emergency humanitarian assistance efforts in Somalia an assistant is required to assist the external relations unit to function smoothly and maintain close contacts with other organizations.
- The assistant will be the primary person to maintain and log all WFP contacts with donors, other UN organizations, NGOs, Government Authorities and any other external actors, including all meeting documents, minutes, agendas etc both in electronic and paper form.
- Maintain records of any public statements by the WFP Somalia office, PIO’s and CD.
- To maintain records of the Food Cluster and any other cluster that is associated with food distributions, according to OCHA global TORs for clusters and WFP policy. When needed these records are required to be shared with specific units within WFP.
- Maintain records and/or take notes in any internal or external meeting that may relate to external relations as specified by the ERO and senior assistant.
- In the absence of the ERO and Senior Assistant, attend Bi-Weekly Inter Cluster Working Group to take some notes and assist with any presentations, handouts or sub-committees to follow the process and insure senior staff is briefed on any WFP related activities within those committees.
- Participate in other cluster meeting such as nutrition, health, agriculture and WASH as needed, take notes as needed and follow the processes to insure any statement or action related to WFP is referred to the ERO or other senior WFP staff.
- Attend all FSNAU and Donor briefings, assist in document preparation and dissemination, and maintain related records and files in the WFP office.
- Assist in the preparation of the CAP Cluster Response Plan and assist the partners in preparation of the CAP Project Sheets.
- Study and understand the Common Humanitarian Fund (CHF) and the TORs for the Board of Directors, and be able to assist in the writing of WFP proposals and review those of others to make recommendations to the ERO or WFP representative on that board. Maintain records of WFP’s contacts and actions with the CHF.
- Research the UN Somali Assistance Strategy and be aware of any meetings, files, reports etc relating to that strategy. Be aware of any WFP reporting requirements and prepare drafts and maintain contacts with the programme staff related to this activity. Maintain accurate records of WFP’s involvement in the UNSAS.
- Assist the WFP Somalia focal point for the Central Emergency Response Fund mechanism and attend meetings when CERF members visit Nairobi. Assist in preparing drafts of the document and maintain records associated with WFP’s involvement in CERF funding.
- Share all pertinent external relation information with the Sub Offices to insure senior sub office staff is able to represent the organization appropriately. When possible also maintain files of Sub-Office external relations contacts and activities.
- Will perform the duties of all subordinate staff or one level/grade up, in the event of any other staff being absent from his or her duty.
- Travel occasionally to the field offices and other WFP offices as required by the Organization, to assist in the preparation and improvement of external relations files in each office.
- Maintain and expand the detailed WFP Somalia library on all external relations matters, both in paper form and digitally on the P drive. Insure this library is updated daily with information from all e-mail lists from OCHA, HC’s office, HQ etc.
- Perform other duties as required.
Minimal qualifications:
| Education: | Secondary school education, preferably supplemented by courses in a field related to WFP programmatic activities. |
| Experience: | At least four years of progressively responsible support or secretarial work experience including at least two years in the field of accounting, transport, insurance, statistics, operations or other related field. At least one year at G4 level or equivalent. |
| Language: | Fluency in both written and spoken English is a requirement. |
| Knowledge: | Experience in utilizing computers, including word processing, spreadsheet and other WFP standard software packages and systems. General knowledge of UN system financial policies, rules, regulations and procedures |
You should apply online by completing the Personal History Form P11 available on the following link http://www.unon.org/docs/P11.doc
- Quote the Vacancy Announcement No. and the job title on the Personal History Form, applications not clearly showing the VA No. indicated above will not be considered.
- E-mail: Somalia.Hr@wfp.org
- For applicants inside Somalia only, a sealed envelope addressed to The Human Resources Officer, to be dropped at the reception of the nearest WFP office in Somalia.
- Hand – delivered applications are no longer accepted at the Nairobi office.
NB: Applications received later that the deadline will not be considered. Only short listed candidates will be contacted.
