BACKGROUND AND PURPOSE OF THE ASSIGNMENT:

The Common Back Office (CBO) initiative proposes to streamline key operational areas of participating agencies by harmonizing procedures and consolidating support services into one facility at the country level. This consolidation is expected to reduce duplication of functions and
administrative and transaction costs, while the harmonized procedures are expected to, at the same time, increase the quality and effectiveness of these services. 

The CBO unit is headed by the CBO Manager and provides common identified services in Common Procurement, Common Logistics, Common Human Resources, Common ICT, Common Finance and Common Administration (including Facility Management) to the United Nations participating entities.

This position is based in Dar es Salaam and reports to CBO Manager.

THE ROLE:

The Common Back Office for all UN entities in Tanzania is currently being rolled out in phases. The CBO unit is scheduled to roll out the next Phases of the Common Management services – a process that translates to increased workload due to onboarding of additional common services. 
The role of the Management Assistant is to support anticipated increased workload in the delivery of the CBO initiative as part of the consolidated end -to end service lines in protocol and meetings planning, coordination and servicing, in addition to the common services currently being supported for all the UN Agencies in Tanzania.
 

KEY RESPONSIBILITIES (not all-inclusive, nor exhaustive):

Client Service and Query Management:

• Provide high client satisfaction through delivering support services effectively, building trust, managing expectation, provide accurate feedback and effective communication; accurate identification and reporting of discrepancies in order to achieve client satisfaction and reduce discrepancies by ensuring timely communication to the team and seek support for streamlining business operations.

Streamline Protocol Processing

• Develop a checklist for all protocol services that includes all necessary documentations required to be submitted to the government authorities and embassies. Update the checklist on monthly basis.

• Follow up on protocol requests submitted to relevant authorities and provide timely updates (after every 2 days or where necessary) to the Senior protocol officer.

• Contribute to quarterly recommendations for improving protocol services based on evaluation results and client feedback.

Enhance Protocol Services

• Draft official correspondence on camp permit, MV10, PRO6, driving licence and TIN requests and act as a custodian for PRO6 forms for WFP office.

• Provide back up for Senior Management Services Associate and/or protocol officer.

• Develop and regularly update a tracking tool for protocol requests.

• Act as a custodian for the PRO6 forms, develop and regularly update a tracking tool for all PRO6 forms that are issued.

• Develop and maintain new relationship with TRA Kinondoni office (next to UN House). Explore possibility of having a diplomatic desk and move the biometric processing for TIN applications and Driving license applications to this office.

Support meeting and Conferences to facilitate efficiency and cost effectiveness as per CBO MoU.

• Facilitate the solicitation of quotes from services providers that are registered or have LTAs with UN Agencies.

• Support the vendor registration and regularization for meetings and conferences by coordinating with Procurement team and maintaining updated vendor list.

• Coordinate with Procurement team vendor registration and regularization for meetings and conferences by maintaining updated list.

Provide on-site support to meetings and conferences requests on CBO platform.

• Visit and inspect the proposed venues for the provision of meetings and conference to ensure all necessary needs have been met by the service provider.

• Ensure the vendor payment is done on a timely manner to the service provider.

• Back up to the Management Services Associate.

• Monitor and Track request on CBO Platform and CRM platforms.

• Facilitate accurate issuance of RFQ within a day.

• Prepare the Matrix for evaluation within a day.

• Issue RFQ to suppliers as per agreed procurement rules.

QUALIFICATIONS AND EXPERIENCE:

Education: Certificate in Secondary education. Additional professional training in Protocol, events management or conference management is an added advantage.

Experience:

• At least 5 years’ experience in similar position in a multicultural and dynamic environment.

• Experience in servicing multiple clients and coordinating with a variety of teams to support conference and meetings planning, coordination and servicing.

• Progressive experience in Administration roles and proficiency in use of management systems, CRM and/or client service platforms with transferable/comparable skills.

• Experience in  any or a combination of the following; Protocol as relates to administration of Host Country Agreements, advising on a wide range of protocol matters, processing of documents with various Government offices, meetings and events management.

• Experience in accurately performing service reconciliation, market research, price comparisons or similar calculations, from RFQs submitted by suppliers for provisions of goods and services.

• Experience coordinating with internal and external focal persons, teams, clients or Government officials; updating clients on progress on their applications and handling sensitive personal documents.

Knowledge & Skills:

• A demonstrated track record in delivering results for maximum impact in supporting teams, paying attention to details, handling and tracking confidential documents.

• Ability to foster inclusive and collaborative approach in protocol services

• Refined skills in proactiveness, time management and efficiency in providing support services

• Proficiency in commonly used CRM, management platforms like CRM and ticketing or similar platforms

• Demonstrated ability in liaison with different stakeholders, Government offices, Conference venues, food and beverages providers among other conference support service partners

• Refined skills in establishing and maintaining internal network on an ongoing basis, to develop understanding of the critical role of the assignment in overall client satisfaction rating.

• Refined interpersonal and communication skills with demonstrated ability to accurately keep clients in the loop regarding status/progress in handing their documents.

Language: Fluency (Level C) in English and Swahili languages.

WFP LEADERSHIP FRAMEWORK

WFP Leadership Framework guides to the common standards of behavior that guide HOW we work together to accomplish our mission.

Click here to access WFP Leadership Framework

REASONABLE ACCOMMODATION

WFP is committed to supporting individuals with disabilities by providing reasonable accommodations throughout the recruitment process. If you require a reasonable accommodation, please contact:  global.inclusion@wfp.org

NO FEE DISCLAIMER

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

REMINDERS BEFORE YOU SUBMIT YOUR APPLICATION

• We strongly recommend that your profile is accurate, complete, and includes your employment records, academic qualifications, language skills and UN Grade (if applicable).

• Once your profile is completed, please apply, and submit your application.

• Please make sure you upload your professional CV in the English language

• Kindly note the only documents you will need to submit at this time are your CV and Cover Letter

• Additional documents such as passport, recommendation letters, academic certificates, etc. may potentially be requested at a future time

• Please contact us at global.hrerecruitment@wfp.org in case you face any challenges with submitting your application

• Only shortlisted candidates will be notified

All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.