The World Food Programme is the food assistance branch of the United Nations and the world’s largest humanitarian organization addressing hunger and promoting food security.

BACKGROUND AND PURPOSE OF THE ASSIGNMENT

Farm to Market Alliance is a public-private partnership that is made up of six like-minded organizations with a joint vision to enable sustainable food systems through strengthened markets to empower farmers to increase their yields, incomes, and resilience and to improve African food security. FtMA is currently active in 4 countries, Kenya, Rwanda, Tanzania, and Zambia.

The role is based in Nairobi, reporting directly to the FtMA Director. The incumbent will ensure that all activities to serve the FtMA Global Team needs are met and ensure adherence to FtMA’s corporate goals. The incumbent will assist the MD & Deputy with planning of meetings, appointments, assisting in office management, organize and coordinate administration duties. The role aims to create and maintain a pleasant work environment.

KEY ACCOUNTABILITIES (not all-inclusive)

• Support the FtMA Managing Director & Deputy Director in preparing for and engaging in meetings, events, and missions, which encompasses tasks such as creating PowerPoint presentations, formulating talking points, and more.
• Assist with ensuring timelines are met, with production and compiling of reports in order to contribute to the provision of accurate information for informative decision-making and to support the effective and timely management of FtMAs resources
• Maintain the MDs calendar and schedule meetings and appointments;
• Maintain the calendar for the Global Team and Country Team meetings; Calendar updated with all country(ies) events: World Food Day, country specific holidays & events, conferences;
• Prepare meeting records, NFR’s, memos, etc for all meetings;
• Act as main focal point with WFP Country Office and ICRAF for day to day administrative tasks; support and manage processes (ie procurement, local travel, etc)
• Work in close collaboration with the Budget officer: a. to coordinate the office needs; b.verify status of any IT equipment; c. liaise with relevant WFP country offices: bookings of training, travel etc.
• Responsible for provision of services such as facilities management etc., reporting any discrepancies to the supervisor for consistent and timely delivery of services, to ensure the provision of a safe and comfortable working environment for all FtMA staff.
• Organize and maintain the office conditions and arrange necessary repairs, stationery and equipment, maintain updated office inventory;
• Answer a range of queries related to the provision of administrative services in order to support the resolution of daily issues;
• Ensure delivery and setup of any equipment/office and office needs are met;
• Provide general support to external visitors for meetings with FtMA staff in ICRAF and WFP;
• Perform other related duties as required.

STANDARD MINIMUM QUALIFICATIONS

• Education: Completion of secondary school education. A post-secondary certificate/diploma in Business.  A degree in Administration or related field is desirable.
• Experience: At least 6 years of experience in office management and proven experience as an Office Manager, Front Office Manager or Administrative Assistant.
• Language : Fluency in spoken and written English.

Knowledge and Skills

• Excellent time management skills and ability to multi-task and prioritize work
• Excellent written and verbal communication skills
• Attention to detail and problem solving skills. The ideal candidate for this position must be able to work independently and unsupervised as well as in a team-oriented environment.
• Strong organizational and planning skills in a fast-paced environment.
• A creative mind with an ability to suggest improvements.
• Proficiency in MS Office.
• Strong relationship-management skills, with experience in coordinating between various stakeholders.
• Exceptional organizational and time management skills, ability to follow up on pending tasks to ensure their completion in a timely manner.
• Knowledge of pro smallholder farmer and commercial agriculture models. Knowledge and understanding of United Nations role in humanitarian and development cooperation.
• Ability to stay calm, positive and work well under pressure, and adhere to tight deadlines.
• Ability to work in a team and establish effective working relationships with people from different nationalities and cultural backgrounds.

DELIVERABLES AT THE END OF THE CONTRACT

• Organized Calendar for team(s)
• Updated portfolio of Powerpoints to be used by the Team
• Effective support given to MD and DMD
• Streamlined processes with WFP Country Office and ICRAF in Nairobi