VACANCY ANNOUNCEMENT WFP/10/09

WORLD FOOD PROGRAMME
VACANCY ANNOUNCEMENT WFP/10/09

Date of issue: 12 February 2009 Deadline for application: 25 February 2009

This Vacancy is open to male and female candidates. Qualified female candidates are particularly encouraged to apply.

Job Title: Staff Assistant
Duty Station: Various locations in Kenya
Post Grade: G4 (Service Contract)
Accountabilities: Under the direct supervision of the Head of Unit/field office, 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;
§ Screen, assess and refer telephone calls and enquires to appropriate staff; provide information on a variety of questions such as the division’s programme and activities as well as sensitive information;
§ Coordinate and expedite office wide responses to sensitive telephone and written enquires on behalf of the manager;
§ 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 office’s filing and reference system including confidential files, performance evaluation reports, and disciplinary actions;
§ Identify and extract information from various sources and prepare briefing notes and/or resume for inclusion in correspondence and reports; draft moderately complex 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;
§ Provide procedural advice to professional on office methods and procedures, and on the use of various computer programmes to improve the quality and efficiency of their work;
§ Maintain attendance and leave records of staff in the office;
§ Perform any other related duties as required.
Qualifications and Experience:
Education: Successful completion of secondary school education (KCSE) supplemented by course(s) in secretarial studies, commerce.
Experience: A minimum of three years’ progressively responsible work experience in a secretarial capacity or administration.
Knowledge: Computer literate and good working knowledge and experience in using computers (MS Word, Excel and other software packages). High degree of accuracy and competency required together with the ability to work methodically.
Should be able to produce organised and accurate records with well-analysed data under minimal supervision.
Should be able to maintain accurate records, interpret and analyse a wide variety of data and identify and resolve data discrepancies and operational problems. Ability to perform detailed work and handle a large volume of work quickly and accurately under time constraints. Ability to deal patiently and tactfully with people of different national and cultural backgrounds, to work effectively in a multicultural team environment and to have a high sense of confidentiality, initiative and good judgement.

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

Kenyan nationals meeting the above qualifications and experience are requested to submit a covering letter quoting Vacancy Announcement No. WFP/10/09 along with their current/detailed Curriculum Vitae and copies of certificates and name, title and e-mail address of three referees. Envelopes should be marked:
CONFIDENTIAL
WFP/10/09 and sent to:-
Human Resources Officer
World Food Programme
Office B-220 Gigiri
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.