Programme Associate SSA6
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WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified
candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or
expression, sexual orientation, religion or belief, HIV status or disability.
ABOUT WFP
The United Nations World Food Programme is the world's largest humanitarian agency fighting hunger worldwide. The mission of WFP is to end global hunger. 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.
In emergencies, WFP gets food to where it is needed, saving the lives of victims of war, civil conflict and natural disasters. After an emergency, WFP uses food to help communities rebuild their shattered lives. Present in nearly 80 countries, the organization has the global footprint, deep field presence and local knowledge and relationships necessary to provide access to nutritious food and contribute to the lasting solutions, especially in many of the world’s most remote and fragile areas. We manage an operating budget of approximately $5.9 billion each year, distributing 12.6 billion rations to those most in need. We reach an average of 80 million people with food assistance in around 80 countries each year. The World Food Programme office in Johannesburg is a Regional Office coordinating and supporting the delivery of humanitarian assistance to 12 Southern Africa countries including, Mozambique, Zimbabwe, Zambia, Namibia, Lesotho, Eswatini, Botswana, Malawi, Madagascar, Democratic Republic of Congo, Congo Brazzaville, Tanzania, Angola
For more on WFP and what we do, please go to http://www.wfp.org/videos/zero-hunger
ORGANIZATIONAL CONTEXT
The African Risk Capacity (ARC) Group is comprised of ARC Agency, a Specialised Agency of the African Union founded in 2012; and ARC Insurance Company Limited (ARC Ltd), a hybrid mutual insurer and the commercial affiliate of the Group founded in 2014.
ARC Agency was established to help African governments improve their capacities to better plan, prepare, and respond to natural disasters triggered by extreme weather events, as well as outbreaks and epidemics. On the other hand, ARC Ltd offers complementary risk pooling and risk transfer services. Together, the two provide Member States with capacity building and contingency planning services, access to state-of-the-art early warning systems, and risk pooling and transfer facilities towards building resilience against natural disasters such as droughts and tropical cyclones. In the process, the Group strives to apply gender equality principles and achieve inclusivity in the programme to ensure that no one is left behind.
JOB PURPOSE
Reporting to the Chief Operating Officer (COO) and the Head of Government Services for East and Southern Africa (ESA) on Programme Support functions, the Programme Associate is responsible for providing a range of specialised operational programme support and administrative support functions to the COO and the ESA Portfolio.
KEY ACCOUNTABILITIES (not all-inclusive)
1. Associate to the COO: The incumbent will undertake general office management activities for the COO including:
- Maintain the COO’s calendar and organize travels efficiently and effectively (Coordinate travel arrangements; Process travel trips in WINGs, Subsistence allowance, monitor travel claims, consolidating reports, briefing, notes, documentation etc).
- Provide specialized assistance to the COO during any meeting or event which includes conducting research and consolidating any background documentation; taking minutes and arranging follow up actions;
- Provide specialised support to the COO in relation to the coordination of the Gender Specialist and the Africa Union Liaison Office activities as well as other donor partner relationships falling under COO office.
- Support COO in coordinating integrated team meetings, and Quarterly Operations Updates, etc., and ensure required reports for these meetings are circulated in a timely manner, and any follow-up actions are completed effectively.
- Maintaining COO office records including filing systems (hard copy and electronic); ensuring that documents are uploaded in the respective Library, and sharing information with project partners. Set up, classify and maintain accurate records and files within the field of work
2. Programme Support Functions (includes but is not limited to):
- Provide programme and administrative support in the preparation of programme of work, plans, budgets, and proposals on project/programme implementation arrangements;
- Liaise with Country Engagement Managers (CEM) working with the East & Southern Africa (ESA) region to support with effective collaboration.
- Monitoring of project/programme implementation against established milestones, ensuring timely compliance with agreed deadlines;
- Monitor on-going government partnerships, cost sharing arrangements, fund reservations and other data;
- Prepare and assemble briefing materials, prepare presentations, papers and reports for the project/programme and workshops to be held;
- Support CEMs to undertake basic research and performing comparative analysis of project/programme related data for one identified country within the ESA portfolio;
- In line with administrative rules and procedures, initiate, process and maintain records of the administrative actions including: travel (travel, DSA payments and follow up actions on any travel discrepancies).
- Support with human resources requests/tracking for project related activities (contracting of project related staffing, government coordinators and experts including the relevant processing of entitlements and benefits; timely MSLS processing);
- Initiate and provide other office and logistic support, including logistical arrangements related to missions, workshops and presentations in the country;
- Assist in coordinating the agenda of ESA staff meetings and prepare the minutes in collaboration with other ESA staff, alternating responsibility are necessary;
- Coordinate the ESA CEM Division schedule; maintain mission plans and calendar;
- Draft office correspondence relating to the area of responsibility.
- Data Management; monitor ESA staff use of Teamworks/SharePoint Information system to ensure timely and accurate data management;
- Perform other related duties, as required.
STANDARD MINIMUM QUALIFICATIONS
Education: Completion of secondary school education and a post-secondary certificate in Public Administration, Business Administration, International Development, Information Technology, Finance and Economics.
Experience: At least six (6) years of progressively responsible administrative or programme management experience, of which at least one year of direct experience with UN administrative rules and regulations procedures and guidelines is required.
Knowledge & Skills: Good organizational skills and ability to perform data processing tasks rigorously as required. Good communication skills.
Language: Fluency in both oral and written English and working knowledge of Arabic, French, Portuguese is highly desirable.
CONTRACTUAL INFORMATION
- This is a 6-month Special Service Agreement
- Net monthly salary range: R26872 – R38869
- Benefits: Medical Insurance
DEADLINE FOR APPLICATIONS
This Vacancy announcement will close on Friday, 3 March 2023
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This position is only open to South African Citizens and Permanent Residents of South Africa
Qualified female applicants 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.
