Senior Administrative Assistant

UN World Food Programme – Somalia

Job Advertisement

Vacancy Announcement No. VA-022/2011

Post Title: Senior Administrative Assistant

Post Grade: G6

Duty Station: Nairobi

Contract type: Fixed Term (FT)

Closing date: 19.10.2011

Organizational background

The World Food Programme Somalia activities include food assistance relief, emergency school feeding, humanitarian air and logistics services, food coordination and emergency rehabilitation projects.

This position is only open to qualified Kenyan nationals. Female candidates in particular, are encouraged to apply.

Major Duties and Responsibilities:

Under the general supervision of the Senior Administrative Assistant and the overall supervision of the Administrative Officer the Senior Administrative Assistant will carry out the following duties;

• Organize and facilitate the administrative work of the office including the establishment of internal procedures and tracking systems for correspondence and documents;
• Prepare and maintain a selected number of administrative control records, and automated reports related to fuel consumption, vehicle maintenance and vehicle stock cards, for both Country and Area Offices in Somalia;
• Verify that works are done in accordance with corporate standards and within established deadlines;
• Respond to complex queries from a variety of sources by producing targeted information or by re-directing to the most appropriate source;
• Review correspondence or information materials relevant to the area of work prepared by other support staff;
• Prepare and/or consolidate complex reports, documentation including the production of forms, tables and charts, prepare complex correspondence, briefing notes and other documentation as requested;
• Prepare and maintain service contracts, including auditing invoices against the goods and services provided, processing and monitoring of payments;
• Guide, train and daily supervise junior support staff engaged in the different administrative services including statistics, finance, programme, human resources activities and/or other related areas;
• Undertake field missions or maintain contacts with WFP’s field offices to provide administrative assistance and guidance.
• Perform other related duties as required.

Minimum Qualifications

Education:

• Secondary school education.
• Training in administrative field supplemented by commercial or related courses is desirable.

Experience:

• At least five years of progressively responsible work experience, including at least three years in administrative services.
  
• At least one year at G5 level or equivalent.

Language:

• Fluency in both oral and written communication in English.

Knowledge:

• Experience utilizing computers, including word processing, spreadsheet and other WFP standard software packages and systems.
  
• General knowledge of UN system administrative policies, rules, regulations and procedures.

Quoting standard WFP Somalia VA:

Apply on-line by completing the Personal History Form P11 available on the following link
http://www.unon.org/docs/P11.doc

Quote the Vacancy Announcement No. and the job title on the Personal History Form P11,

Applications not clearly showing the VA No indicated above will not be considered.

E-mail: Somalia.Hr@wfp.org

For external applicants inside Somalia only, sealed envelope addressed to The Human Resources Officer, (to be dropped at the reception of the nearest WFP office in Somalia).

For UN staff members the two latest appraisal forms MUST be attached.

Hand delivered applications are no longer accepted at the Nairobi office

Applications received later that the deadline will not be considered.

Only short listed candidates will be contacted