World Food Programme Staff Assistant Job in Kenya

Employer: World Food Programme

Job Vacancy Announcement WFP/41/11

Date of issue: 05.09.2011

Deadline for application: 16.09.2011

This Vacancy is open to male and female candidates.

Qualified female candidates are particularly encouraged to apply.

Job Title: Staff Assistant

Job Station: Nairobi and other duty stations in Kenya

Post Grade: SC4 (Service Contract)

Accountabilities: Under the direct supervision of the Head of Unit, the incumbent will perform the following duties:

Major Duties and Responsibilities:

• Receive, screen and log correspondence, reports, etc, and forward to the appropriate officer; maintain a log in system and follow up to ensure that replies are timely or that action is taken within the established deadline;
• Raise and track purchase requests and subsequent payments in WINGS ensuring proper justification by way of supporting documents. Create new vendors’ profiles in the WINGS system;
• Raise Trip Documents in WINGS for Unit staff members, book flights as necessary, calculate DSA and Hazard Pay;
• Process Field DSA Claims for staff based in the field and forwards to Finance before the 10th of every month;
• Act as liaison between Field Offices and support units in Nairobi;
• Screen, assess and refer telephone calls and enquires to appropriate staff; provide information on a variety of questions such as the Unit’s programme and activities as well as sensitive information;
• Maintain the manager’s calendar and schedule appointments and meetings and make tentative appointments on his/her behalf; brief the manager on matters to be considered prior to scheduled meetings;
• Maintain and update the Unit’s filing and reference system;
• Monitor leave balances for all staff in the Unit, both in the field and in the Nairobi office and prepare monthly report for HR;
• Assist with field office stationery requests and replenishments;
• Assist with organisation and preparation of workshops, conferences and meetings with the Government, co-operating partners, donors’ visits, etc;
• Identify and extract information from various sources and prepare briefing notes and/or resume for inclusion in correspondence and reports; draft various standard correspondence and review all outgoing correspondence for composition and style as well as grammatical accuracy, factual correctness, and adequacy of treatment as well as adherence to WFP procedures;
• Perform any other related duties as required.

Job Qualifications and Experience:

Education: Successful completion of secondary school education (KCSE) supplemented by course(s) in secretarial studies, commerce.

Experience: At least three years of experience in secretarial or in general administrative work.

Knowledge: Good working knowledge and experience in using computers (MS Word, Excel and other software packages). Ability to handle a large volume of work quickly and accurately under time constraints. Should be able to maintain accurate files and precise records; ability to draft correspondence and to write and spell correctly. Should be able to work systematically and handle confidential material with discretion. Good communication and interpersonal skills in dealing with clients; ability to work harmoniously as a member of a team. Courtesy tact and ability to work effectively with people of different national and cultural backgrounds.

Languages: Proficiency in written and oral English and good spoken Kiswahili.

Kenyan nationals meeting the above qualifications are required to submit a covering letter quoting Vacancy Announcement No. WFP/41/11 with their updated Curriculum Vitae, copies of certificates and name, title and e-mail address of three referees.

Candidates should also complete a Personal History form (P.11) available on the following link – http://www.unon.org/docs/P11.doc.

All documents should be sent in an envelope which must be marked: CONFIDENTIAL WFP/41/11 and sent to:-

Human Resources Officer
World Food Programme
P.O. Box 44482
Nairobi 00100

Applications must be received by the deadline. Late applications will not be considered.

Only short-listed candidates meeting the required qualifications and experience will be contacted.

WFP does not charge a fee at any stage of the recruitment process.