Management Services Associate (Protocol) job at World Food Programme (WFP)

ABOUT WFP

The World Food Programme is the world’s largest humanitarian organization saving lives in emergencies and using food assistance to build a pathway to peace, stability and prosperity, for people recovering from conflict, disasters and the impact of extreme weather shocks.

At WFP, people are at the heart of everything we do and the vision of the future WFP workforce is one of diverse, committed, skilled, and high performing teams, selected on merit, operating in a healthy and inclusive work environment, living WFP’s values (Integrity, Collaboration, Commitment, Humanity, and Inclusion) and working with partners to save and change the lives of those WFP serves.

To learn more about WFP, visit our website: https://www.wfp.org and follow us on social media to keep up with our latest news: YouTube, LinkedIn, Instagram, Facebook, Twitter, TikTok.

WHY JOIN WFP?

WFP is a 2020 Nobel Peace Prize Laureate.

WFP offers a highly inclusive, diverse, and multicultural working environment.

WFP invests in the personal & professional development of its employees through a range of training, accreditation, coaching, mentorship, and other programs as well as through internal mobility opportunities.

A career path in WFP provides an exciting opportunity to work across the various country, regional and global offices around the world, and with passionate colleagues who work tirelessly to ensure that effective humanitarian assistance reaches millions of people across the globe.

We offer an attractive compensation package (please refer to the Terms and Conditions section of this vacancy announcement).

The Management Services Associate (Protocol) plays a critical role in the day-to-day administrative protocol activities and supporting the Senior Management by managing diplomatic, administrative, and government liaison functions. The incumbent serves as the focal point for high-level engagements with government counterparts, diplomatic missions, UN agencies, development partners, and other stakeholders, ensuring that all official interactions, missions, and events are conducted in accordance with established diplomatic protocols and organizational standards.

The position requires strong coordination, communication, and organizational skills to facilitate strategic relationships between WFP Uganda and key government institutions, support official missions and visits, manage executive schedules, and ensure efficient handling of protocol-related administrative matters.

• Serve as the focal point for protocol, diplomatic, and administrative matters between WFP Uganda and Government ministries, departments, agencies, and the Ministry of Foreign Affairs.
• Maintain strong working relationships with government officials, diplomatic missions, UN agencies, development partners, and other stakeholders to facilitate WFP operations and strategic engagements.
• Provide comprehensive executive and administrative support to the Country Director, including managing the calendar, appointments, correspondence, travel, and official engagements.
• Coordinate and schedule high-level meetings involving senior WFP leadership, government officials, ambassadors, heads of UN agencies, donors, and other key stakeholders.
• Prepare briefing materials, talking points, protocol notes, correspondence, and other documentation required for executive meetings, missions, and official engagements.
• Plan, coordinate, and support high-level conferences, workshops, donor visits, official ceremonies, VIP delegations, and other strategic events involving WFP, to enable efficient service delivery.
• Organize protocol and logistical arrangements for official missions, field visits, and visits by senior government officials, donors, headquarters missions, and other dignitaries.
• Coordinate official travel and mission support for the Country Director and senior management, ensuring compliance with WFP policies and diplomatic protocol requirements.
• Monitor and process actions related to procurement, finance, human resources, and other relevant areas, ensuring data is accurately and timely recorded and processed in corporate systems.
• Facilitate tax-related matters with the Uganda Revenue Authority (URA), including tax exemptions, VAT refunds, customs documentation, and other regulatory requirements.
• Maintain accurate records, databases, contact lists, and reports related to protocol activities, government liaison, missions, stakeholder engagements, and official correspondence.
• Ensure timely follow-up on action points, maintain confidentiality in handling sensitive information, and contribute to the continuous improvement of administrative and protocol processes within the Country Office.
• Monitor resource needs within the designated area of responsibility and assist in identifying new requirements to enhance operational efficiency and cost-effectiveness of services.
• Utilise digital tools and technology applications to improve working practices and customer service and effectively adopt new technologies that are introduced at the workplace.
• Provide training and guidance to staff to improve understanding of Protocol, Management Services regulations, policies, procedures, processes, standards, and systems.
• Review and recommend improvements to procedures to contribute to continuous enhancement of services provided.
• Any other activities, as required by the position.