Openings at World Food Programme

Learning & Development

•  Manage the learning and development calendar and provide administrative support to staff and managers in the planning and delivery of L&D events and strategy.
•  Support implementation of customized learning programmes to address current and future skill and capability gaps within the country office.
•  Arrange the booking of L&D facilitators, venues, travel, accommodation, and facilities for L&D programmes and events.

Performance Management

•  Manage the performance management cycle process and monitor timely and accurate completion of the performance evaluations.
•  Facilitate the required awareness and training sessions to equip all stakeholders on performance management system, policies and processes.

Data Analytics and Reporting

•  Use HR management systems for reviewing, entering, and updating a variety of HR data including monitoring various deadlines (e.g., contract expiration, performance management, Training courses completion, etc), ensuring compliance with the established deadlines and accuracy of HR data.
•  Prepare a range of reports required for the specific area of work (e.g., learning & development activities and KPIs, training-related documents, performance management etc.) ensuring accuracy and meeting established deadlines.

Others

•  Act as the first focal point for any employee query related to onboarding, performance management and L&D. Ensure timely and qualitative case management of any query.
•  Conduct research on latest trends and best practices around L&D, onboarding, and performance management and identify improvements based on evolving needs of the organisation in these areas.
•  Coordinate and develop programs that drive employee engagement, culture, and development in the country office.
•  Support HR and Country office management to develop and update the action plan log for the Global Staff Survey to ensure implementation and continuous development to make the CO meet its objectives.
•  Coordinate the employee recognition programme by overseeing and planning the programme from communication, data analysis, award ceremony and distribution of prizes.
•  Manage and oversee long service awards programme in the country office by maintaining up to date data, communicating to staff, work with HQ to distribute and ensure the country management acknowledges the long-serving employee.
•  Support any procurement process from the vendor identification to the final payment for services received in close liaison with Procurement team.
•  Any other duties as requested

Minimum Qualifications

Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.

Experience: Six or more years of work experience in human resources with in-depth expertise in performance management and learning & development.

Language: Proficiency in oral and written communication in English.

Knowledge & Skills:

•  Good communication skills and understanding of HR principles and their application to respond to and resolve general HR queries.
•  Ability to develop and maintain relationships with a wide range of individuals to provide a high-quality support service.
•  Ability to train staff members various topics in the field of HR.
•  Ability to collate and compile relevant data from a variety of sources to produce periodic reports for supervisor(s) and various units.
•  Ability to work with minimum supervision and use initiative to perform administrative tasks within broad WFP guidelines and standards.

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 Environmental Management Systems.

•  Join the EMS Working Group
•  Familiarize with WFP’s Environmental Policy and the basic concepts of EMS in general and champion the implementation of sound environmental changes within the duty station in various aspects such as waste management, change of utilities such as lighting to LED lights, change management of staff to being environmental conscious ensuring lights and air conditioners are switched-off when not in use, aimed at protecting the environment and minimizing WFPs carbon footprint.
•  Provide annual Green House Gas (GHG), Water and Waste Management data for the respective duty station.

 Financial Management

•  Extract data from various sources in financial and accounting systems and prepare monthly reports
•  Respond to accounting, budget or financial queries regarding data from staff in the sub office and elsewhere in the programme;
•  Ensure correct coding and posting of expenses in WINGS using the correct activity codes
•  Prepare budget v/s actual report for the sub office and share with the head of sub office and a copy sent to Nairobi on a monthly basis
•  Assist in the preparation of the sub office budget and monitoring the same
•  Provide monthly financial reports on guest houses (revenue and expenditure)

 Sub Imprest Management

•  Monitor the sub imprest balances and seek replenishment from Nairobi
•  Make All payments from sub-imprest account which should be properly supported by approved vouchers and invoices after confirming receipt of goods/services.
•  Perform bank reconciliation and submit reports to Nairobi by the 3rd for MMC compilation.
•  Verify claims for accuracy and conformance with administrative and financial rules and regulations
•  Confirm availability of funds in sub-imprest account prior to review by supervisor and prepare payment vouchers

 Petty Cash Management

•  Perform petty cash reconciliations and submit reports to Nairobi by the 3rd of the following month for MMC compilation
•  Ensure individual petty cash transactions should not exceed USD 200
•  Ensure supporting documents should be obtained for all expenses
•  Petty cash book should be updated on a daily basis
•  Weekly cash counts performed by petty cash holder and reconciled to wings records
•  Petty cash replenishment requests should be supported by a summary of all the vouchers (cashbook),
•  Replenishments are made to petty cash in the exact amount of any expenditures in order to re-establish the cash float to the exact amount of the approved advance.

 Internal Controls

•  Review the accommodation register to verify details of guests who have stayed at the guesthouse v/s payments.
•  Ensure that all cheques are adequately controlled, secured and accounted for.
•  All bank payment instruments must be signed / authorized by at least 2 signatories
•  Monitor fuel utilization and prepare fuel reconciliation reports
•  Review and reconcile vendor statements on a regular basis to ensure invoices received and payments made have been properly processed
•  Ensure that the office safe is properly managed
•  Miscellaneous deposits such as guest house receipts should not be co-mingled with petty cash funds

 Journal Vouchers

•  Park JV`s to charge accommodation to staff as per WFP policy (Residents & Guests)
•  Park JV`s to recognize expenditure paid via the sub-imprest
•  Park the petty cash journals on a weekly basis.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of a post-secondary certificate in the related functional area is desirable. An advanced Diploma in Finance, Accounting or in the related field is also desirable. A Degree in the same field and membership in a professional accountancy body is an added advantage.

Experience: Six or more years of progressively responsible work experience in the field of Finance and Administration.

Language: General Service (Field): Fluency in English language in both oral and written communication.