THE ROLE

To coordinate and deliver a full range of specialized business support services to the Partnerships Unit, ensuring the efficient planning of partner engagements, the integrity of partnership data and funding pipelines, and the timely preparation of analytical and briefing materials that support donor engagement, resource mobilization, and strategic decision‑making.

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

Partner Administrative and Engagement Support

• Coordinate all logistical arrangements for in person and virtual donor and partner engagements, including meeting room bookings, catering, travel arrangements, mission planning, and field visit logistics.
• Act as the focal point for liaison with Administration, Procurement, Finance, Security, ICT, and Field Offices to ensure seamless coordination and delivery of partner engagements.
• Coordinate closely with the Country Director’s Front Office and relevant units to identify upcoming donor engagements, clarify priorities, and support advance planning of meetings and missions.
• Prepare and consolidate briefing packs, agendas, background notes, and other materials required for donor and partner meetings.
• Compile meeting summaries, track agreed action points, and support timely follow up to ensure effective partner engagement and accountability.

Partnership Data and Information Management

• Maintain accurate, complete, and up to date partnership information in Salesforce, including donor engagement status, opportunity stages, and forecasted and confirmed contributions.
• Manage and update Country Office internal Excel based tracking tools used for funding pipelines, forecasts, and partnership monitoring.
• Track reporting and compliance milestones related to donor contributions and support timely preparation of internal updates.
• Catalogue, organize, and maintain partnership related documentation, including concept notes, proposals, donor correspondence, and reference materials, ensuring easy access and version control.
• Prepare recurring data inputs and summaries for internal coordination fora, including Resource Management Committee discussions, funding outlook reviews, and management briefings.
• Work in close collaboration with Programme, Finance, and the OIM/Reports Officer to ensure consistency, integrity, and reliability of partnership data across systems and reports.

Technical and Analytical Support to Partnerships

• Conduct targeted research and analysis on donor policies, funding priorities, and partnership trends relevant to WFP Kenya.
• Compile and synthesize data from Salesforce and internal trackers into management ready summaries, tables, dashboards, and analytical notes.
• Support preparation of briefing notes, talking points, presentations, and other materials for senior management engagement with donors and partners.
• Assist in drafting concept notes and analytical inputs to partnership proposals, in coordination with technical and programme teams.
• Contribute to donor landscape mapping and partnership diversification efforts by consolidating intelligence and analytical insights.
• Support development of external facing communication and visibility materials that strengthen WFP Kenya’s positioning with partners.

Business Support Services and Process Improvement

• Draft, revise, and quality assure correspondence, reports, presentations, and documentation related to partnership activities to ensure compliance with corporate standards.
• Respond independently to complex partnership related business support queries, providing timely and accurate information to internal stakeholders.
• Support planning, monitoring, and reconciliation of budgets related to partnership activities, as required.
• Identify opportunities to improve workflows, data management practices, and coordination processes within the Partnerships Unit and propose practical enhancements.

QUALIFICATIONS AND EXPERIENCE

Education: A university degree in Social Sciences / Law, Political Science / Public Administration, International Relations, and Development Studies.

Experience: A minimum of 6 years progressive work experience in the relevant business stream with experience in general administrative work.

• Coordinate all logistical arrangements for in person and virtual donor and partner engagements, including meeting room bookings, catering, travel arrangements, mission planning, and field visit logistics.
• Act as the focal point for liaison with Administration, Procurement, Finance, Security, ICT, and Field Offices to ensure seamless coordination and delivery of partner engagements.
• Coordinate closely with the Country Director’s Front Office and relevant units to identify upcoming donor engagements, clarify priorities, and support advance planning of meetings and missions.
• Prepare and consolidate briefing packs, agendas, background notes, and other materials required for donor and partner meetings.
• Compile meeting summaries, track agreed action points, and support timely follow up to ensure effective partner engagement and accountability.
• Maintain accurate, complete, and up to date partnership information in Salesforce, including donor engagement status, opportunity stages, and forecasted and confirmed contributions.
• Manage and update Country Office internal Excel based tracking tools used for funding pipelines, forecasts, and partnership monitoring.
• Track reporting and compliance milestones related to donor contributions and support timely preparation of internal updates.
• Catalogue, organize, and maintain partnership related documentation, including concept notes, proposals, donor correspondence, and reference materials, ensuring easy access and version control.
• Prepare recurring data inputs and summaries for internal coordination fora, including Resource Management Committee discussions, funding outlook reviews, and management briefings.
• Work in close collaboration with Programme, Finance, and the OIM/Reports Officer to ensure consistency, integrity, and reliability of partnership data across systems and reports.
• Conduct targeted research and analysis on donor policies, funding priorities, and partnership trends relevant to WFP Kenya.
• Compile and synthesize data from Salesforce and internal trackers into management ready summaries, tables, dashboards, and analytical notes.
• Support preparation of briefing notes, talking points, presentations, and other materials for senior management engagement with donors and partners.
• Assist in drafting concept notes and analytical inputs to partnership proposals, in coordination with technical and programme teams.
• Contribute to donor landscape mapping and partnership diversification efforts by consolidating intelligence and analytical insights.
• Support development of external facing communication and visibility materials that strengthen WFP Kenya’s positioning with partners.
• Draft, revise, and quality assure correspondence, reports, presentations, and documentation related to partnership activities to ensure compliance with corporate standards.
• Respond independently to complex partnership related business support queries, providing timely and accurate information to internal stakeholders.
• Support planning, monitoring, and reconciliation of budgets related to partnership activities, as required.
• Identify opportunities to improve workflows, data management practices, and coordination processes within the Partnerships Unit and propose practical enhancements.

• A university degree in Social Sciences / Law, Political Science / Public Administration, International Relations, and Development Studies.
• A minimum of 6 years progressive work experience in the relevant business stream with experience in general administrative work.