- Company: World Food Programme
- Location: Zambia
- State: Lusaka
- Job type: Full-Time
- Job category: Administrative/Secretarial Jobs in Zambia
WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles. Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance.
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 University Degree in the related to management/business processes is desirable.
Experience: Seven or more years of progressively responsible work experience in grants management and donor relations field with experience in general administrative work.
Knowledge & Skills:
- In depth knowledge and comprehensive understanding of grant management processes, IRM framework, WFP rules and regulations (including financial ones) and of IPSAS rules.
- Authoritative knowledge and expertise, gained through specialised training and work experience, of grants management processes and procedures and WINGS GM Module.
- Excellent leadership, planning and communication skills to ensure effective coordination with a wide range of staff members in matters related to grants management.
- Ability to analyze and interpret financial data and monitor budgets.
- Ability to carry out complex data analysis to identify process improvements.
- Experience in supervising, supporting, and/or training others, as well as coordinating resources and organizing own work.
- Ability to assert opinions and persuade others by developing logical and well-reasoned
- A high sense of confidentiality.
Languages: Excellent written and spoken English.
This position is based in Zambia Country Office (CO), and reports to the Head of Communications and Partnerships. The main purpose of this position is to primarily carry out day–to-day grants management and contribution framework activities, as well as engage with internal stakeholders and a host of public, private sector and external entities. The incumbent will provide effective coordination and specialised support in identifying possible risks and benefits, analyse impact on dependent modules, provide guidance and process solutions, address internal and external auditor’s requests, and ensure effective integration of the grant management system with other corporate platforms (such as Salesforce).
Facilitate the work of senior staff to effectively position WFP with public, private and external partners to attract policy support, resources, technical assistance and innovative solutions to advance the work of WFP, while supporting member states in the achievement of the SDGs and Zero Hunger and emphasizing WFP’s contributions in this regard.
KEY ACCOUNTABILITIES (not all-inclusive)
- Implement the work plan for an assigned area to enable WFP to identify, develop and strengthen quality Grants management in support of WFP strategic objectives.
- Use data to present managers with well-researched ideas to expand support from existing partners and to scope new partners, guided by programmatic assessment and context specific analysis with the aim to enhance the impact of WFP’s work and diversify the resource base.
- Draw up quality partner proposals and reports by engaging with other WFP entities Provide technical support on the registration and other related grants management processes.
- Provide technical guidance and functional support to CO on contribution negotiation and grant management functions.
- Identify new processes and solutions, in line with WFP rules and regulations, to grants management related to complex scenarios.
- Gather and present internal and external data/information, using key information systems (e.g. Salesforce, WINGS, WFPgo), to support WFP’s effective positioning vis-à-vis national governments, regional and international institutions with the aim to influence the policy agenda.
- Contribute to partnerships strategies, including the development of Partnership Action Plans.
- Identify system solutions for new business requirements and donors’ requirements, analyse impact and risk in impacted areas and modules, draft guidance.
- Deliver training to CO team on Grants Management & Contributions Framework, WFP rules and regulations in HQ and empower them on system data entry.
- Ensure that data in Salesforce is managed in compliance with WFP rules and regulations and in line with the grant management system; provide technical support to the Salesforce/WINGS Grants Management integration; manage data cleansing activities, and ensure that quality control check is performed and followed-up actions are taken.
- Provide training new staff members in performing data quality control and in providing first level support; ensure that correct and consistent business procedures are applied.
- Ensure that data quality control is processed timely and follow-up actions are taken; accordingly, analyse impact of errors on other areas.
- Provide technical support act as PG focal point for these processes; analyse and reconcile data received from Finance; prepare action plans and provide business and technical guidance to GPOs; draft guidance for users; makes suggestion to streamline processes and facilitate resource transfers.
- Perform any other tasks required
4Ps CORE ORGANISATIONAL CAPABILITIES
Understand and communicate the Strategic Objectives: Understands WFP’s Strategic Objectives and the link to own work objectives.
Be a force for positive change: Flexibly adapts individual contributions to accommodate changes in direction from supervisors and internal/external changes (such as evolving needs of beneficiaries, new requirements of partners).
Make the mission inspiring to our team: Recognizes and shares with team members the ways in which individual contributions relate to WFP’s mission.
Make our mission visible in everyday actions: Sets own goals in alignment with WFP’s overall operations, and is able to communicate this link to others.
Look for ways to strengthen people’s skills: Assesses own strengths and weaknesses to increase self-awareness, and includes these in conversations on own developmental needs.
Create an inclusive culture: Participates in open dialogue, and values the diverse opinion of others, regardless of background, culture, experience, or country assignment.
Be a coach & provide constructive feedback: Proactively seeks feedback and coaching to build confidence, and develop and improve individual skills.
Create an “I will”/”We will” spirit: Participates in accomplishing team activities and goals in the face of challenging circumstances.
Encourage innovation & creative solutions: Shows willingness to explore and experiment with new ideas and approaches in own work.
Focus on getting results: Consistently delivers results within individual scope of work on time, on budget and without errors.
Make commitments and make good on commitments: Commits to upholding individual accountabilities and responsibilities in the face of ever-changing country or functional priorities.
Be Decisive: Makes rational decisions about individual activities when faced with uncertain circumstances, including in times of ambiguity regarding information or manager direction.
Connect and share across WFP units: Seeks to understand and adapt to internal or cross-unit teams’ priorities and preferred working styles.
Build strong external partnerships: Demonstrates ability to understand and appropriately respond to and/or escalate needs of external partners.
Be politically agile & adaptable: Portrays an informed and professional demeanor toward internal and external partners and stakeholders.
Be clear about the value WFP brings to partnerships: Provides operational support on analyses and assessments that quantifies and demonstrates WFP’s unique value as a partner.
Capability and description of the behaviour expected for the proficiency level:
New Partner Prospecting; Demonstrates awareness of socio-political context, country-specific focus areas and partner’s interest areas and activities. Researches new partnership opportunities and identifies a list of prospective partners, screened against internal due diligence, legal and contracting standards and processes necessary to enter into partnerships.
Partner Relationship Management and Strengthening; Develops effective relationships with existing partners by responding to and/or escalating needs of stakeholders within own scope of responsibility. Explores new areas to augment or scale-up existing activities with partners, in collaboration with WFP colleagues and partner stakeholders.
Analysing and Using Information/Data; Identifies relationships within data and provides insights to enable discussions and inform actions with partners. Uses data analysis visualization to draw out fact-based insights and develop powerful narratives within own area of responsibility. Leverages insights from multiple sources of data to identify trends, determine interrelationships among multiple issues and identify innovative solutions that impact partnerships.
Resource Mobilisation; Ensures that all colleagues (CD/DCD, programme, finance, BPO, etc.) understand the terms of contract and partner commitments made by WFP. Analyses relevant information and prepares briefs to raise resources for operations and negotiates contribution. Ensures and oversees timely registration, maintenance and updating of contributions and forecasts, aiming for accuracy and conformity with partner’s documentation and WFP’s rules.
Positioning WFP for Partnership; Researches opportunities to communicate WFP’s brand. Demonstrates awareness of WFP’s contributions and work with partners in specific contexts. Compiles inputs for external communication and internal briefing materials.
Business Process Support and Technical Guidance; Identifies opportunities for service delivery excellence to strengthen partnerships. Provides advanced technical support to other business areas. Troubleshoots complex system issues and contributes to the design and implementation of system changes. Provides input into training and support strategy for technical systems users. Demonstrates managerial skills in the delivery of support and guidance.
DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE
- Has a basic understanding of government strategies.
- Has developed effective relationships with partners and explored new areas to scale-up existing activities and researched new opportunities.
- Has developed powerful narratives by using data analysis visualization to enable action-oriented discussions with partners.
- Has prepared briefs to raise resources for operations and collaborated for timely registration, maintenance and update of contributions and forecasts.
- Has provided advanced technical support and identified opportunities for service delivery excellence to strengthen partnerships.
- Has motivated team spirit and contributed to a gender-balanced, inclusive and sound working environment.
- Minimum one or more years of relevant professional work experience in partnership roles.
DEADLINE FOR APPLICATIONS
Deadline to receiving applications is 27th April 2021.
Female applicants and qualified applicants from developing countries are especially encouraged to apply. WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status. No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.
Closing Date : 27th April, 2021.