Supporting the efficient delivery of SO4 targets and objectives

• Provide support to SO4 operations to ensure that the various activities are performed within the established programme targets. Prepare a system for tracking the deliverables against the milestones. Collaborate with Vendors/State offices for ongoing activities.
• Prepare a range of reports and data analysis (e.g. technical assistance needs, resource utilization, programme status, performance, donor reports) and highlight trends/issues ensuring deliverables adhere to corporate standards and quality control.
• Ensure and/or perform accurate, timely recording of programme related data from field and consistency of information presented to stakeholders. Assist in preparation of inputs to annual reports, briefing documents, collation of information from various states and development of draft periodic updates.
• Liaise with internal counterparts to support effective collaboration, implementation and monitoring of ongoing project activities. Support organizing project specific review meetings, technical consultations and workshops.
• Oversee and/or review, the work of WFP contracted filed partners, provide follow ups and guidance in consultation with the Head of SO4.
• Undertake basic data analysis, research of secondary information, prepare formats/mechanisms for seeking information, prepare for meetings including power-point slides, draft letter for government counterparts and others, documents, minutes of important meetings and comprehensive reports.
• Coordinate and communicate with local partners, agencies, NGOs and government institutions and ensure maintenance of a good database for liaising and responsible correspondence.

Provides administrative support to the SO4 Unit focusing on achievement of the following results:

• Respond to a range of operational business in order to provide a timely and accurate resolution. Liaise with other units such as HR, Finance for smooth organizational process implementation
• Oversee the maintenance of records and databases of the ongoing unit procurements, fund disbursal to ensure information is organized and readily available for staff and compliant with all relevant regulations and policies, and stringent audit requirements
• Assist managers in planning, monitoring and reconciling budget(s), expediting payments/advances for field activities to ensure that planned financial resources are used effectively.
• Provide a full range of complex business support services to staff to contribute to the effective functioning of business operations and assess and recommend improvements to procedures and practices.
• Perform the admissible procurement functions delegated to the SO4 units; if required, creation of Purchase Requisitions (PRs), and posting of Service entries of services and goods in the SAP system.

• Specialized knowledge of the application of common business processes, practical business support methods, procedures and systems used in area of work, gained through technical training and work experience.
• Good communication skills in order to provide specialized business support services to a wide range of individuals. · Ability to analyse and interpret financial data and monitor budgets.
• Ability to proactively analyse the basic programme information and progress and recommend areas for improvement, create and maintain database of basic information.
• Experience in coordinating the work of others and self.
• Ability to use MS Office, presentation softwares with ease for basic analysis and presentation.
• Ability to maintain confidentiality.
• Ability and experience to work on SAP will be an added advantage.