Internship Opportunities at World Food Programme (WFP)

JOB PURPOSE

Part of the finance strategy 2019-2024 is to build up team of professional staff through application of innovative approaches and beliefs in enhancing human capital as enabler to this success. Finance unit at RBN has embarked on various initiatives aiming at improving the service provision and ensuring the efficiency in transaction processing in addressing stakeholders’ expectations. The two key roles will ensure that payments to both staff and external vendors are actioned on time and accurately. In order to fully achieve this target, a little stretch is required for the staff in coming up with a standardized way of handling the processes without halting other parallel processes. An intern project will be designed along these initiatives.

STANDARD MINIMUM QUALIFICATIONS

• Currently enrolled in the university and have completed at least two years of undergraduate studies; or have graduated from an undergraduate or graduate programme within the last 6 months, preferably in finance, Business Administration, Accounting or related fields or other related fields or
• Currently enrolled in a graduate programme (Master’s degree) from a recognized university, undertaking the programmes mentioned above, and have attended classes in the past 12 months,
• Fluent in English (both oral and written) is a must; knowledge of a second UN language, preferably French, would be an asset.
• Training and/or experience utilizing computers including word processing, spreadsheet, and other software packages. Proficiency in Excel and fair knowledge of pivot tables. Office 365 proficiency an added advantage

KEY ACCOUNTABILITIES

What you will do:

• Monitor and reconcile the RB Invoice tracking system
• Ensure weekly reports to focal person for review and onward dissemination to units for action
• Flag any issues that need resolving in the ITS system
• Support the finance associate with the vendor reconciliation process
  • Ensure that the accounts for the regular vendors are monitored to ensure timely payments and reconciliations
  • Follow up on statements of accounts to ensure timely closure
• Maintenance of the finance physical and digital repository files.
  • Scan and maintain finance documents to digital repository files
• Maintenance and proper filing of physical finance records
  • Ensure all documents are neatly filed and readily accessible when required for reference
• Parking journal vouchers in the WINGS financial system for posting
• Support the finance associate with review and preparation of financial documents for payment processing:
  • Timely and accurate preparation of financial documents as assigned
  • Support with the departmental reporting requirements

KEY COMPETENCIES REQUIRED FOR THE SUCCESS IN THE ROLE

• Ability to bring up innovative ideas and creative mind-set
• Ability to draft short reports
• Timely vendor payments
• Finance documents digital repository is updated
• Ability to park financial journal vouchers in the system
• Ability to prepare payment documents for processing

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The Talent Acquisition Team at Regional Bureau of Nairobi (RBN) aims to reach and motivate important external and internal stakeholders through influential voices, tailored content, and memorable experiences, leveraging data and insights into their views and behaviors. By doing so, we can effectively establish WFP as the leading humanitarian organization fighting hunger worldwide and trigger action for Zero Hunger.

STANDARD MINIMUM QUALIFICATIONS

• Candidate must be a recent graduate (within the last 6 months) or actively pursuing an undergraduate degree of which he/she has competed 2 years of undergraduate study OR pursuing a graduate programme in Business Management, Business Analytics, Operations Management, Data Science, Applied Science, Human Resources or related field. 
• Fluency (written and spoken) in English is required. Working knowledge of another UN language (French, Arabic, Chinese, Russian and Spanish) is desirable.
• Proficiency in MS Office (Word, Excel and data visualization software) is required.

KEY ACCOUNTABILITIES (not all-inclusive)

• Assist in the design and the development of diverse new HR employer-branding projects in the field of employment fairs, university relationships, onboarding, talent acquisition and others.
• Support with communication on HR information to stakeholders, external vendors and/or client groups in line with EVP activities.
• Update and maintain internal knowledge management and platforms on EVP activities.
• Monitor emerging industry trends and best-practices and provide recommendations on stakeholder engagement EVP programme optimization.
• Support with social media and traditional media listening and monitoring of stakeholder activities involving WFP and report on their performance.
• Update and maintain internal databases and other monitoring systems with stakeholder-related data, and relevant key information.
• Support with identification and outreach to external stakeholders (influencers, celebrities, government donors, partners) to support WFP’s campaigns, events and other strategic visibility initiatives at (Regional Bureau) RB and Country Office (CO).
• Support with the creation of EVP (Employer Value Proposition) outreach materials, presentations, briefing documents, assets and other relevant materials.
• Draft and curate messages and copy for activities leveraging external stakeholders, including social media activities and platforms.
• Together with WFP’s Regional Bureau Communications Advocacy and Marketing (CAM) Unit, support with the ideation and development of engagement mechanisms and creative collaboration opportunities with external stakeholders.

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The Procurement unit would like to harness the business-oriented technology and data analysis skills to better achieve its strategic goals of being agile, being reliable & cost efficient, supporting quality & safety, and strengthening national capacities & markets. With the intern on board we look forward to promote end-to-end visibility on procurement function, and leverage advanced analytics and optimization tools.

Under the direct supervision of the Procurement Officer, the incumbent will be provided with close mentoring, guidance and technical supervision. Performance planning and reviews as well as learning and development discussions will be elemental part of the supervision.

STANDARD MINIMUM QUALIFICATIONS

• Candidate must be a recent graduate (within the last 6 months) or actively pursuing an undergraduate degree of which he/she has competed 2 years of undergraduate study OR pursuing a graduate programme in Business Information Technology, Engineering or related field. Specialization in Supply Chain is desirable.
• Fluent in English (both oral and written) is a must; knowledge of a second UN language would be an asset.
• Proficiency in computer skills and MS Office is required; advance use of Excel and PowerPoint is desirable.
• Ability to design applications is desirable.
• Familiarity with other systems like DOTS, SAP is desirable.

ADDITIONAL SKILLS/REQUIREMENTS

• Effective organizational, interpersonal and communication skills.
• Ability to work with minimum supervision.
• Highly numerate with an innate ability to analyse & interpret data quickly, & recommend improvements.
• Intermediate level in either Python or SQL.
• Knowledge on Supply Chain and industrial management.
• Flexibility and ability to work with strict deadlines.
• Ability to work both individually and in a team as appropriate.
• Problem solving skills.

KEY ACCOUNTABILITIES (not all-inclusive)

The tasks to be assigned to the intern include but are not limited to:

• Support on Market Intelligence and data analysis on regional food prices, farmer locations and other key data points.
• Ensure that data pipelines are robust and remain healthy to sustain automated analyses.
• Support on collation and design of traceability template for deployment in local/regional food procurement data collection.
• Possible design or input in development of an App to be used in traceability data collection.
• Support progress against project milestones to ensure timely completion of project deliverables.
• Leverage optimisation to enhance RBN Procurement unit performance by way of system and process improvements.
• Be proactive in liaising with the different COs within RBN to collate analyse and present, in a timely manner, data for various reporting requirements.
• Produce dashboards to support the work of Procurement unit.
• Any other tasks required to support RBN Procurement operations.
• Be a proactive listener to Procurement unit challenges and propose relevant analytical support.

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JOB PURPOSE

Developing RBN Institutional repository will support RBN to have all working documents in a centralized place for future use will help our employees’ productivity and efficiency.

STANDARD MINIMUM QUALIFICATIONS

• Currently enrolled with at least two years undergraduate studies completed, or recently graduated (within the last year) in Information science; Knowledge management; Information technology, or a related field
• Currently enrolled or recent graduate of an advanced university degree (Masters or equivalent) highly regarded
• Very good knowledge of English.
• Good knowledge of Database; Good knowledge of Office 365

KEY ACCOUNTABILITIES (not all-inclusive)

• Developing RBN Institutional Repository in close collaboration with TEC Unit; 
• Support in designing user-friendly interface
• Organizing, and classifying documents in collaboration with content owners (units, sections, teams) by using WFP guidelines
• Upload and share contents accordingly
• Ensure that all documents can be browsed and searched
• Ensure that contents are secured and accessible
• Migrate documents from different sources (TEAMs, OneDrive, etc..)

KEY COMPETENCIES

• Ability to work with different people
• Ability to understand new concepts very easily

DELIVERABLES/OUTPUTS

• Documentation on the design of folder structure 
• Wireframe of user-interface
• Implemented wire-frame in the selected tool
• Number of uploaded documents

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The following are some of the existing skills and those desired to augment the team’s capacity:

• Food Safety and Quality Management Systems implementation in food processing and supply chain
• Supplier Quality Assurance & evaluation
• FSQ Lead auditing skills against global food safety standards
• Incident management and root cause analysis methodologies
• Food technology e.g., food fortification, food processing technologies, sampling and testing methods
• Continuous improvement tools, e.g. Statistical process control, Total Quality Management in Supply Chain

The opportunity will provide the identified intern with hands-on experience and professional exposure that can lead to a future career in the Food safety and Quality field within WFP or elsewhere including private sector.

During the training period, the intern will also support the very lean FSQ team with activities stipulated in the work plan around the RBN FSQ priorities. 

STANDARD MINIMUM QUALIFICATIONS

• Currently enrolled with at least two years undergraduate studies completed, or recently graduated (within the last year) in Food Science and Technology, Biochemistry/Chemistry, Biology/Microbiology, Chemical Engineering or other applicable course with interest in food quality as a career, or
• Currently enrolled or recent graduate of an advanced university degree (Masters or equivalent) 
• Fluent in English (both oral and written) is a must; knowledge of a second UN language, preferably French, would be an asset.
• Strong computer skills and knowledge of Microsoft applications (word, Excel, PowerPoint) 
• Experience in google suite applications will be an asset

KEY ACCOUNTABILITIES (not all-inclusive)

• Random review of commodity inspection reports to establish compliance to contractual requirements (FSQ components), identifying testing/inspection gaps and gaps in testing methodologies which will ensure Inspection Company adhere to the validated testing methods.
• Supporting in food quality incidents investigations by ensuring all information needed from the field (CO) is available for the RB FSQAO/FT and HQ to respond accordingly
• Food inspection data collation and analysis, generation of quality trackers for different commodities which will also become basis for supplier performance evaluation
• Food quality deviations tracking together with corrective actions status to inform continual improvement status by suppliers in managing processes.
• Collating all corrective and preventive actions from food incidents, supplier audits, food non-conformities to ensure tracking of root cause analysis and CAPA closure
• Coordinating Compliance Testing process to ensure samples are submitted to the contracted Laboratory and results update timely in the system.
• Responding to urgent CO needs and liaising with FSQAO/FT if need be where escalation is required e.g verifying specifications, reviewing food quality reports, verifying if local regulatory requirements exist or are updated for particular commodities, applicable food standards etc.
• Prepare monthly incidents & corrective actions status, Food Release Status Report and any other reports as may be advised from time to time for all commodities in collaboration with the technical team.
• Collating information on emerging food safety risks, food safety and quality related intelligence/information from media, journals etc. and researching on actions to verify and mitigate.
• Providing any technical guidance/support when called upon by any other unit.

KEY COMPETENCIES

• Adaptability and ability to work in team environment
• Strong interpersonal communication skills
• Prioritization and organizational skills
• Data analysis skills
• Clear concise reporting skills
• Task execution and follow through skills with relevant documentation