Intern (Administration) Tanzania Country Office
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.
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ABOUT WFP
The United Nations World Food Programme is the world’s largest humanitarian agency fighting hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes. 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.
STANDARD MINIMUM QUALIFICATIONS
- Currently enrolled and have attended University courses in the last 12 months inclusive of having completed at least two years of undergraduate studies or have recently graduated in the last 6 months with a Bachelor’s degree in Business Administration, Office Management/Administration, Public Administration or a related field.
- Fluent in English and Swahili Languages.
ORGANIZATIONAL CONTEXT
The World Food Programme is the world’s largest humanitarian agency, fighting hunger worldwide. We are currently seeking to fill an internship position under the WFP Dar es Salaam Office in Administration which is under Support Services Unit of the Tanzania Country Office. The Internship will be for an initial period of six months starting from 1 September 2023.
JOB PURPOSE
To deliver a number of routine admin tasks, to ensure that staff are effectively supported.
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KEY ACCOUNTABILITIES (not all-inclusive)
1. Be a first point of contact for internal queries, to facilitate the provision of efficient and effective resolution of daily issues.
2. Drafting, formatting, and proofreading various documents, preparing, and sending routine correspondence, and maintaining records and archives for proper storage and accessibility.
3. Respond to simple routine queries on a range of services on facilities and escalating where appropriate in order to provide a timely and accurate response to enquiries.
4. Provide comprehensive meeting and event support by assisting with scheduling meetings, preparing meeting rooms, arranging necessary materials, taking meeting minutes and distributing them to relevant stakeholders, and coordinating logistics for events, including venue bookings, catering arrangements, and RSVP management.
5. Promote collaboration and teamwork by working closely with team members to ensure smooth workflow, providing support and backup to admin unit, and actively contributing to a positive work environment through effective communication and cooperation.
OTHER SPECIFIC JOB REQUIREMENTS
Have no work experience or up to a maximum of 12 months’ post-graduate cumulative formal work experience (this excludes work undertaken during full-time studies).
DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE
1. Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
2. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with general office equipment.
3. Excellent attention to detail and accuracy in data entry and document preparation.
4. Strong verbal and written communication skills, with the ability to communicate effectively with internal and external stakeholders.
5. Ability to maintain confidentiality and handle sensitive information with discretion.
6. Proactive and resourceful, with a willingness to take initiative and learn new skills.
7. Strong interpersonal skills and a professional demeanor.
8. Flexible and adaptable, able to work well in a fast-paced environment.
TERMS AND CONDITIONS
- Interns receive a monthly stipend from WFP depending on the duty station of assignment.
- WFP is not responsible for living expenses, arrangements for accommodation and related costs.
- WFP will recognize candidates’ educational credentials from recognised institutions that have been certified by competent national authorities such as the United Nations Educational, Scientific and Cultural Organization (UNESCO) or Ministries of Education.
- Only Tanzanian nationals should apply.
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DEADLINE FOR APPLICATIONS
The deadline of applications is 1 August 2023.
WFP has a zero-tolerance approach to conduct such as fraud, sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to WFP’s standards of conduct and will therefore undergo rigorous background verification internally or through third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Misrepresentation of information provided during the recruitment process may lead to disqualification or termination of employment
WFP will not request payment at any stage of the recruitment process including at the offer stage. Any requests for payment should be refused and reported to local law enforcement authorities for appropriate action.
BUDGET OFFICER
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 help the world achieve Zero Hunger in our lifetimes. 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.
STANDARD MINIMUM QUALIFICATIONS
Education: Advanced university degree in Business
Administration, Statistics, Finance, Economics or other relevant field.
Additional professional trainings in project management, statistical
analysis and/or operational planning and management is desirable.
Language: Fluency (level C) in English language.
ORGANIZATIONAL CONTEXT
Under the overall guidance and direct supervision of the Head of Support Services, the Budget Officer will be involved in budget activities and analytical work of limited complexity, and support the collation, maintenance, analysis and reporting of information to maximise the effectiveness of services. The Budget Officer will be receiving guidance and regular feedback on work performed from the Head of Support Services.
JOB PURPOSE
To deliver budget and resource analysis and programming activities, provide support to CO, partnering with and supporting managers in the application of best practice approaches for the efficient, effective and compliant utilisation of funds.
KEY ACCOUNTABILITIES (not all-inclusive)
1. Contribute to the implementation of plans and policies by setting clear goals; coordinate processes for budget and programming activities in compliance with WFP and functional strategies.
2. Review budgets for accuracy, appropriateness, cost containment/effectiveness and completeness in line with available guidelines, flagging any shortcomings and providing comprehensive feedback to the main stakeholders as needed.
3. Review and release budgets in WFP’s corporate systems ensuring that all budget-supporting documents are available, and address received comments and recommendations before relevant resource data is recorded in internal systems for reference.
4. Support the preparation of funding proposals through donor trend analysis against operational shortfalls, proposing fund prioritisation options by activity and modality as necessary.
5. Analyze CSPs/RBPs closure activities, ensuring actions are taken for the receiving of resources transfers and the timely start and closures of activities.
Pipeline Management
6. Review and analyze commodity pipeline requirements including Advance Financing requests in collaboration with stakeholders at the operational level to ensure timely shortfall coverage and efficient utilization of contributions.
7. Review monthly pipelines, participate in meetings and provide feedback to the CO/RB teams on resource allocations and corporate stock replenishments to maximise operational effectiveness, escalating based on severity of pipeline shortfalls and using relevant pipeline management tools.
KEY ACCOUNTABILITIES CONTINUED I
8. Coordinate and consolidate information for the monthly, cross-functional, pipeline working group, (across Area Offices, Sub Offices and Field Offices as needed), that proactively discusses resource availability and upcoming shortfalls, while recommending timely mitigation measures.
9. Participate in meetings with internal stakeholders to discuss the utilization of foreseen contributions and support the process of developing funding proposals. Funds and Performance Management, and Reporting
10. Advise spending units on the timely and appropriate programming and utilization of funds, to align with funding proposals and donor conditions, proposing timely recommendations and possible corrective actions that enable reporting in close collaboration with the Partnerships teams.
11. Monitor fund sub allotments as per available procedures and guidelines, to avail funds to spending units for timely commitment.
12. Coordinate and consolidate inputs for the CO Resource Management Committee (RMC) which reviews and prioritizes resources against the Country Portfolio Budget (CPB) implementation plans, as per agreed timelines.
13. Contribute to the preparation of interim, progress and final reports as stipulated in various contribution agreements between WFP and specific donors, particularly for those locally negotiated contributions, in close collaboration with CO, RB and HQ counterparts as required.
KEY ACCOUNTABILITIES CONTINUED II
14. Where needed, contribute to the activation/deactivation and management of Global Commodity Management Facility (GCMF) supply lines, participate in knowledge transfer activities in support of the facility and facilitate decision-making for the allocation of corporate stocks.
15. Supervise, guide BPO team, coaching and providing/delivering training to build capacity and increase expected level of operational support, acting as a first escalation point on more complex analysis and queries.
16. Collate and analyse data and contribute to preparation of accurate and timely reports, to enable informed decision-making and consistency of information presented to senior management and external stakeholders.
17. Implement proposed developments and improvements of systems, techniques, tools, processes and procedures to better monitor, manage and report on WFP budgets and resources.
18. Represent the unit at internal meetings/committees/working groups as required, in order to obtain and provide information from a budget and resource programming perspective.
19. Follow standard emergency preparedness practices and contribute to monitoring the management of financial risks.
20. Perform other relevant duties as required.
FUNCTIONAL CAPABILITIES
| Capability Name | Description of the behaviour expected for the proficiency level |
| Internal Controls & Risk Management | Utilizes understanding of risk management approaches and internal controls to monitor projects and programmes to confirm regulatory compliance and ensure data integrity. |
| Performance Budgeting, Analysis and Reporting | Analyzes budgets and forecasts to support the development of recommendations for senior leadership on financial and business planning matters in accordance with Value for Money principles. |
| Resource Management | Monitors trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders. |
| Performance Management | Applies knowledge of WFP’s performance management system to manage resources and relationships to undertake monitoring actions or deliver straightforward evaluations of operations, programmes, or processes to WFP monitoring and/or evaluation quality standards. |
| Programme Knowledge | Applies knowledge of WFP programme and supply chain principles to develop and/or review project budget plans. |
OTHER SPECIFIC JOB REQUIREMENTS
A demonstrated and adequate understanding of information and financial systems and how those support the implementation of operations.
Thorough understanding of operational planning and business processes, rules and procedures and applying them consistently in the implementation and support of programme interventions.
Adequate knowledge of programme operational requirements and how these translate into resource management requirements, enabling the proposition of recommendations for improvement in a proactive rather than reactive manner.
Ability to consolidate and share resource management information in a way that supports decision making and emphasizes accuracy and consistency in numbers across teams.
Ability to coach, train and mentor a team of staff to deliver at expected levels.
DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE
3 to 5 years’ experience in budgeting and programming.
Experience performing analytics of medium complexity and presenting the information to meet various audience needs.
Experience preparing, managing and reporting on operational budgets.
Experience in working with large datasets, extracting information from them in an easy to interpret manner.
Experience coordinating operational planning and fostering discussions around resource projections and implications on a programme-wide level, integrating trend analyses and ongoing discussions to drive the way forward.
TERMS AND CONDITIONS
Only international professionals should apply for this postion.
Only shortlisted qualified candidates will be conducted.
DEADLINE FOR APPLICATIONS
The deadline for receiving applications is 1 August 2023.
WFP has a zero-tolerance approach to conduct such as fraud, sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to WFP’s standards of conduct and will therefore undergo rigorous background verification internally or through third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Misrepresentation of information provided during the recruitment process may lead to disqualification or termination of employment
WFP will not request payment at any stage of the recruitment process including at the offer stage. Any requests for payment should be refused and reported to local law enforcement authorities for appropriate action.
Intern (Administration) Liaison Office at WFP
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 help the world achieve Zero Hunger in our lifetimes. 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.
STANDARD MINIMUM QUALIFICATIONS
- Currently enrolled and have attended University courses in the last 12 months inclusive of having completed at least two years of undergraduate studies or have recently graduated in the last 6 months with a Bachelor’s degree in Business Administration, Office Management/Administration, Public Administration or a related field.
- Fluent in English and Swahili Languages.
ORGANIZATIONAL CONTEXT
The World Food Programme is the world’s largest humanitarian agency, fighting hunger worldwide. We are currently seeking to fill an internship position under the WFP Dodoma Liaison Office in Administration Unit of the Tanzania Country Office. The Internship will be for an initial period of six months starting from 1 September 2023.
JOB PURPOSE
To deliver a number of routine admin tasks, to ensure that staff are effectively supported.
KEY ACCOUNTABILITIES (not all-inclusive)
1. Be a first point of contact for internal queries, to facilitate the provision of efficient and effective resolution of daily issues.
2. Drafting, formatting, and proofreading various documents, preparing, and sending routine correspondence, and maintaining records and archives for proper storage and accessibility.
3. Respond to simple routine queries on a range of services on facilities and escalating where appropriate in order to provide a timely and accurate response to enquiries.
4. Provide comprehensive meeting and event support by assisting with scheduling meetings, preparing meeting rooms, arranging necessary materials, taking meeting minutes and distributing them to relevant stakeholders, and coordinating logistics for events, including venue bookings, catering arrangements, and RSVP management.
5. Promote collaboration and teamwork by working closely with team members to ensure smooth workflow, providing support and backup to admin unit, and actively contributing to a positive work environment through effective communication and cooperation.
OTHER SPECIFIC JOB REQUIREMENTS
Have no work experience or up to a maximum of 12 months’ post-graduate cumulative formal work experience (this excludes work undertaken during full-time studies).
DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE
1. Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
2. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with general office equipment.
3. Excellent attention to detail and accuracy in data entry and document preparation.
4. Strong verbal and written communication skills, with the ability to communicate effectively with internal and external stakeholders.
5. Ability to maintain confidentiality and handle sensitive information with discretion.
6. Proactive and resourceful, with a willingness to take initiative and learn new skills.
7. Strong interpersonal skills and a professional demeanor.
8. Flexible and adaptable, able to work well in a fast-paced environment.
TERMS AND CONDITIONS
- Interns receive a monthly stipend from WFP depending on the duty station of assignment.
- WFP is not responsible for living expenses, arrangements for accommodation and related costs.
- WFP will recognize candidates’ educational credentials from recognised institutions that have been certified by competent national authorities such as the United Nations Educational, Scientific and Cultural Organization (UNESCO) or Ministries of Education.
- Only Tanzanian nationals should apply.
DEADLINE FOR APPLICATIONS
The deadline of applications is 1 August 2023.
WFP has a zero-tolerance approach to conduct such as fraud, sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to WFP’s standards of conduct and will therefore undergo rigorous background verification internally or through third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Misrepresentation of information provided during the recruitment process may lead to disqualification or termination of employment
WFP will not request payment at any stage of the recruitment process including at the offer stage. Any requests for payment should be refused and reported to local law enforcement authorities for appropriate action.
