Programme Assistant (Programme Support and Emergency Preparedness)

PURPOSE OF THE ASSIGNMENT

To provide support to implementation of Programme operational support activities, including specialized and/or standardized policy and programme-related processes and activities to enable the effective delivery of planned CSP outcomes and commitments and act as focal point for Emergency Preparedness operational tasks within the Programme unit in line with WFP’s corporate procedures.

Supervision received: Under the direct supervision of Head of Programme and with operational direction from Strategic Outcome managers and from Programme Policy Officers as assigned, Programme Assistant ensures smooth implementation of operational partnerships, accurate and timely data entry to relevant Country Office systems and databases and effective collaboration with external partners and internal support functions, such as Supply Chain, RAM, Budget and Programming and Finance to ensure error-free and timely processing of information and operational transactions. Beyond a hierarchical supervisor, Programme Assistant works through matrix reporting lines that aim at enhancing coordination and service provision across outcomes.

KEY ACCOUNTABILITIES (not all-inclusive, nor exhaustive):

• Perform specialized and/or standardized processes and activities within the specific technical area of work supporting alignment with wider programme policies and guidelines.
• Provide project management and/or general office support following established targets and WFP’s policies and procedures.
• Within the specific area of responsibility, compile data and support analysis and preparation of reports (e.g., assistance needs, resource utilization, programme status, performance) in order to support operational decision-making.
• Perform accurate, timely recording of data within the specific technical area of work (e.g., social protection, civil protection/disaster risk management, climate change adaptation, school meals, nutrition, value chains, food systems, emergency preparedness or other as defined in the CSP) following corporate standards and guidelines.
• Work and exchange information with internal counterparts to support effective collaboration, implementation and monitoring of ongoing project activities.
• Support communication and activities with local partners, agencies, NGOs and government institutions.
• Act as a point of contact for resolution of general operational queries requesting assistance where necessary.
• Follow standard emergency preparedness practices to ensure WFP is able to quickly respond and deploy needed resources to affected areas at the onset of the crisis.
• Perform other duties as required.

SPECIFIC JOB REQUIREMENTS

Support the WFP Country Office (cross-cutting) on different administrative tasks, this includes:

• supporting (from administrative and logistical point of view) in planning, preparing for, organizing and reporting on the meetings, seminars, workshops, other events,
• building related knowledge internally and with partners, with record keeping and information sharing including through the internal archive in MS Teams, OneDrive and Sharepoint as applicable according to internal policies and processes,
• Perform the main programme coordination assistant role for emergency preparedness and response coordination, working closely with the OIM Officer and Head of Programme in charge of CSP Strategic Outcomes 2 and 5 to facilitate the service provision to interagency DRCU mechanism and ensure latest guidance on minimum preparedness as per corporate standards is documented and awareness for corporate requirements across Programme and Support functions raised for WFP’s modus operandi should the Operations have to shift to humanitarian response.
• Support respective Outcomes with the inputs to report writing (for mid- and end of project timelines) and other presentations by keeping corporate and local databases up-to-date and facilitating information flow, incl. through MS TEAMS, SharePoint, OneDrive and other relevant platforms, coordinating closely with the Reports / OIM officer and the Partnerships coordinators in External Relations team as well as RAM to contribute to the constructive info and knowledge sharing culture of the office .
• Facilitate effective communication between WFP staff in Bishkek and Osh offices as well as outposted programme staff, keep planning tools (such as procurement plan and tracking tools) and calendars that inform support functions’ work up to date and take minutes in internal and external meetings to keep track of decisions taken as well as of the status of actions planned.
• Perform any other administrative tasks that contribute to an optimum use of resources to achieve planned results. This includes, but is not limited to:
• act as member or secretary of oversight committees (organisation of panels, minutes, etc.) as designated by management.
• act as focal point for NFI procurement for Programme unit and act responsibly on Food Release Note (FRN) management (this includes but not limited to procurement tools and databases and transactional systems, communication with vendors in accordance to corporate rules and procedures and relevant Standard Operating Procedures (SOPs)).
• operational transactions related to implementation of Field Level Agreements with partners

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE: 

• Evidenced knowledge of key national and regional contexts and issues.
• Demonstrated familiarity with the project life cycle, with practical experience with related tools and modalities as also used by WFP.
• Well organized work with accurate information/reports/records, preferably with experience in working collaboratively through MS Teams, OneDrive, Sharepoint and similar platforms.
• Experience of time management, multitasking and prioritizations in dynamic work environment.
• Ability to work with accuracy under time constraints and pressure; to deal patiently and tactfully with staff members and others and to have a high sense of result-orientation, initiative and good judgment.
• Practice in utilizing computers and office software packages (MS Word, Excel, etc.), including processing transactions error-free and timely in systems like SAP (WINGS) or other databases.
• Demonstrated experience in implementing programme activities through sub-contracted or complementary partnerships (incl. involvement in screening the partnership landscape, negotiating agreements, managing contracts/verifying deliverables and strengthening capacities with both public and private partners).
• Track-record in considering vulnerabilities and the leave-no-one-behind / human rights-based approaches in programme implementation, facilitating two-way communication with the people WFP serves.
• General knowledge of UN system policies, rules, regulations and procedures governing programme management. Knowledge of WFP’s manuals, rules and guidelines related to Programme implementation programme would be desirable.
• Working experience for public or private sector organizations, international organizations, UN or NGOs highly desirable.

Functional Capabilities (Knowledge & Skills):

• Programme Lifecycle & Food Assistance: Can facilitate implementation of food assistance programmes under guidance using basic understanding of principles and good practices of programme design, implementation and monitoring.
• Transfer Modalities (Food, Cash, Vouchers, Insurance and other): Demonstrates ability to facilitate, under guidance, programme implementation that deploys full range of transfer modalities with an understanding of basic principles guiding modality selection and implementation.
• Knowledge of Specialized Areas: Understands basic technical concepts and data and their relevance to activities implemented by WFP or within national social and civil protection frameworks.
• Emergency Programming: Displays capacity to provide inputs into the development, implementation and realignment of high-quality emergency programmes.
• Strategic Policy Engagement: Understands and applies basic principles of engagement with government, civil society and other counterparts at the national or local level.
• Ethics and Compliance: Maintains accurate records of activities in line with compliance standards to increase ease of response to basic audit queries.

Education:

• Completion of secondary school education. A post-secondary certificate in the related functional area, with project management certificates and/or further university education an advantage.

Experience:

• At least five years of progressively responsible work experience in development, government aid programme, general administrative work or other related fields

Language:

• Fluency (level C) in both oral and written communication in English and proficiency in the duty station’s language(s) (Russian and/or Kyrgyz).

Source: https://wd3.myworkdaysite.com/en-US/recruiting/wfp/job_openings/job/Bishkek-Kyrgyz-Republic/Programme-Assistant–Programme-Support-and-Emergency-Preparedness–SC5_JR105389