Programme Policy Officer, NOA (Cash Based Transfers and Cooperating Partner Engagement)
Type of Contract: Fixed Term (FT)
Unit/ Division: Programme and Policy
Duty Station Banjul, The Gambia
Duration: One year
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A. BACKGROUND AND PURPOSE
WFP Gambia’s Country Strategic Plan (CSP) 2019-2021 aims to support the Government in reaching the National Development Plan (2017-2021)’s goals through investments in sectors relevant to Sustainable Development Goal 2. This CSP positions WFP as an enabler for the Government and combines direct implementation and capacity support in the enhancement of the national transition process. WFP support constitutes direct operational support, knowledge transfer and technical assistance and it contribute to WFP's Strategic Results 1, 2, 3 and 5 in line with the National Development Plan, the National Social Protection Policy and the United Nations development assistance framework for 2017–2021.
The CSP focuses on contingency plans for response to shocks (Strategic outcome 1); building the resilience of vulnerable populations through nutrition-sensitive and gender-responsive social safety nets for children in primary and early childhood education, pregnant and lactating women and girls, children under 5 and smallholder farmers (Strategic outcomes 2, 3 and 4) and capacity strengthening to facilitate the alignment of national policies through an integrated approach to food and nutrition security that includes the school meals programme, nutrition interventions, social protection, disaster risk reduction and early-warning systems (Strategic outcome 5). Critical new focus areas will be support for development of a social protection system focused on mainstreaming the national school meals programme as a national safety net, food fortification, south-south and triangular cooperation, scaling up cash based transfer programming and increase NGO partner engagement. The country office (CO) aims to streamline all planning and implementation processes to ensure alignment with corporate standards and procedures.
Within the Gambia Country Office and in line with WFP corporate requirements and standards, the purpose of the job is support systematic roll out of the cash-based transfer programming across all the relevant CSP activities, as defined by the needs. The position will also support systematic engagement and management of NGO partnerships as per the corporate guidance.
B. ACCOUNTABILITIES/RESPONSIBILITIES (not all inclusive):
Under the general guidance of the Programme Policy Officer (Deputy Head of Programme), the Programme Policy Officer will take a lead role in cash transfer programming and NGO partnership management, ensuring that all field level agreement (FLAs) are finalized on time, cost efficient and all partnership issues outlined in the FLA are properly managed. The incumbent will act the focal point for cash- based transfers programming supporting the Activity Managers and the programme team.
Specific duties will include:
Support to Cash Based Transfer programming
- Provide technical guidance on cash-based transfer programme design, delivery and assurance in line with the WFP corporate Business Process Model and other corporate guidelines.
- Support the development and/updating the standard operating procedures for cash-based programming in line with the Corporate Business Process Model for cash-based programming.
- Ensure the cash-based transfer interventions integrate gender, protection, nutrition and disability considerations in line with WFP policy commitments and guidance.
- Provide technical support for cash feasibility assessments in the country, including from the design of assessments to analysis of the data and write-up of the report.
- Support the design and implementation of any potential cash & vouchers intervention.
- Support the establishment of the minimum expenditure basket (MEB) for CBT operations, working with other stakeholders in the country.
- Support database management for the cash transfer beneficiaries including data entry, cleaning, reconciliation and status reporting.
- Support the coordination intra-office efforts (sectorial assessments) for cash-based transfers with the Programme, Supply Chain, Finance/Administration units to ensure timely planning, roll out and disbursement, reconciliation and reporting of cash-based transfer activities.
- Support national level stakeholder coordination for effective cash-based transfers in the country.
- Support corporate reporting and information, and knowledge management of CBT activities at country level including documenting of lessons learned and processes from operations.
FLA Contractual Process Management and other Partnership Management
- Facilitate the coordination of FLA budget discussions with NGO partners in collaboration with the Activity Managers and the Field Office (scheduling meetings, producing notes of the record, follow-ups with NGO partners) to ensure timely completion of the FLA signing process.
- Organise and coordinate the Cooperating Partner Committee (CPC) meetings and, review and clear documents for the CPC to ensure they are of an acceptable standard, complete and accurate for management approval.
- Preparation of drafts FLAs and/or memoranda of understanding (MOUs) between WFP and NGO-partners and also WFP and Government counterparts, if requested.
- Assist the Deputy Head of Programme to develop standard operating procedures (SOPs), training materials and guidance notes related to partnerships and FLAs, and any other thematic areas, as necessary.
- Facilitate NGO partner vendor creation process working with the Administration/IT Team.
- Facilitate creation of FLAs and purchase orders in WINGS for the cooperating partners once signed by both WFP and the partners.
- Ensure partnership planning records in COMET are up to date implementation/activity output records
- Maintain an up-to date list of contacts of all NGO partners focal points.
FLA Budget Management (Payments and Expenditure Tracking)
- Follow up with partners in liaison with the Activity Managers to ensure timely submission by partners and processing of invoice claims/payment requests.
- Facilitate verification and processing of CP invoices, including distribution reports for review by all relevant team members and update records in the Invoice Tracking System (ITS);
- Facilitate creation of down payments requests, purchase requisition (PR) and service entry sheets in WINGS for all partner requests for payments (advances and invoice claims) accordingly.
- Draft internal memos with proper attachments requesting management’s approval of partner’s payments request after reconciliations are duly finalized certified.
- Ensure timely closure of purchase orders (POs) after final payments have been done in WINGS.
- Maintain an up-to-date tracking record of partner FLAs, commitments (Purchase Orders), expenditures (SES) and payments, invoice claims and payment request submission.
- Design and implement an efficient filing system (electronic and hard copies) or database on FLA matters in collaboration with the Office of the Country Director’s team.
- Support the compilation of the month cash forecasts for submission to Finance Unit.
- Provide support in the preparation of food and/cash transfer distribution plans and Food Release Notes when required.
- Provide information for briefings on partnerships, FLA for programme briefings, talking points, and reports as required.
- Draft correspondences/memoranda related to partnerships and FLAs.
Partners Performance Management
- Lead the management of NGO-partner performance monitoring, documentation and filing by coordinating timely submission of input by all relevant entities.
- Support review/development of tracking tools for the relevant Units/individuals for NGO performance management.
- Review, trouble shoot and follow up with NGO partners on all contractual and reporting obligations, including monitoring and evaluation, and advise Programme Policy officer on need to escalate follow up.
- Plan and coordinate the mid-term and annual review and planning meetings for Cooperating Partners, and WFP.
4Ps CORE ORGANISATIONAL CAPABILITIES
- Understand and communicate the Strategic Objectives: Coaches team in the most effective ways to communicate WFP’s Strategic Objectives to WFP team and partners in the field.
- Be a force for positive change: Implements new methods or tools to improve team’s work processes and productivity.
- Make the mission inspiring to our team: Maps team’s activities and tasks to specific successes in beneficiary communities to showcase positive impact.
- Make our mission visible in everyday actions: Explains to teammates how each unit contributes to the overall WFP mission.
- Look for ways to strengthen people's skills: Identifies skill development opportunities such as training modules or on-the-job experiences for self, colleagues and direct reports.
- Create an inclusive culture: Facilitates team building activities to build rapport in own unit.
- Be a coach & provide constructive feedback: Facilitates the pairing of junior colleagues with coaches within own team.
- Create an “I will”/” We will” spirit: Proactively anticipates potential challenges and develops mitigation plans to ensure that team meets goals and targets.
- Encourage innovation & creative solutions: Identifies opportunities to be creative in own work and to help team be more innovative and accurate in their respective tasks and areas of work.
- Focus on getting results: Monitors team’s deliverables and provides feedback to ensure outcomes are delivered consistently and accurately.
- Make commitments and make good on commitments: Provides accurate guidance to team on expected responsibilities and tasks, whilst also upholding own commitment to the team.
- Be Decisive: Sets an example and provides guidance to junior team members on when to escalate issues when faced with challenging issues in the workplace or in the field.
- Connect and share across WFP units: Facilitates partnerships with other WFP units to accomplish missions in the field.
- Build strong external partnerships: Sets an example and provides guidance to team on how to build relationships with external partners.
- Be politically agile & adaptable: Articulates to colleagues or direct reports the value of contributing to other WFP teams and agency partnerships in fulfilling WFP’s goals and objectives.
- Be clear about the value WFP brings to partnerships: Organizes, monitors, and prioritizes own and team’s efforts to ensure that they will fulfil the needs of internal and external partners.
Description of the behaviour expected for the proficiency level
Programme Lifecycle &
Demonstrates ability to identify key variables and contextual factors that
affect food assistance problems and programmes throughout the lifecycle to inform quality programme design or re-design.
Displays ability to identify the main hunger problem at the national or subnational level to design and implement context-specific programmes that integrate complex analysis and the full range of food assistance tools.
(Food, Cash, Vouchers)
Demonstrates ability to analyse and consolidate quantitative and qualitative information from different sources (e.g., market studies) to inform transfer modality selection and programme development.
Broad Knowledge of
Understands basic technical concepts and data and their relevance to food
Assistance programmes. Demonstrates the ability to interpret basic data in the context of WFP specialized fields to contribute to technical programme design, implementation and monitoring.
Displays capacity to provide inputs into the development, implementation
and realignment of activities that bridge emergency response with long term resilience programmes.
Displays ability to translate understanding of programme principles in emergencies and protracted conflict situations into relevant, effective, and context specific approaches.
Understands and applies basic principles of engagement with government
counterparts at the national or local level.
Develops thorough recommendations using multiple inputs (e.g., government counsel, research, own experience) to strengthen national or subnational entities and government owned food and nutrition security programmes.
REQUIRED SKILLS AND EXPERIENCE:
Qualifications and experience
- Advanced University degree in International Affairs, Economics, Agriculture, Social Sciences or other field relevant to international development assistance, or First University Degree with 5 years of related work experience and/or trainings/courses.
- Previous relevant experience in humanitarian or development assistance desirable
- Experience working in NGOs or the UN is an asset
- Past experience in administration and finance is an asset
- Excellent knowledge of English language
- Good computer skills and experience of using spreadsheets and database software
- Good communication and interpersonal skills
- Good numeracy skills
- Experience working in multi-cultural environment and/or developing country
- Good analytical skills, initiative and independence
- Willing/able to work in high stress situations
- Working knowledge (proficiency level C) of English
QUALIFIED FEMALE CANDIDATES ARE ENCOURAGED TO APPLY.
Only Gambian nationals are eligible to apply for this position.
Applications are to be submitted and received online and in English language only.
WFP will apply a rigorous and transparent selection process including thorough assessment of technical skills to ensure the best candidates are selected for the job. Please ensure that your application contains accurate and complete information on academic qualifications, employment record and language skills.
DEADLINE FOR SUBMISSION IS 19TH SEPTEMBER 2021
Only shortlisted candidates will be contacted.
WFP has zero tolerance for any form of discrimination ……