Staff Assistant (with HR, Procurement & Admin. duties)

WORLD FOOD PROGRAMME
VACANCY ANNOUNCEMENT WFP/38/12
Job Title: Staff Assistant (with HR, Procurement & Admin. duties)
Post Type/Grade: SC (G-5 Equivalent) 
Duty Stations: Mombasa & other Duty Stations
Date of issue: 25th September 2012
Deadline for application: 9th October 2012
Accountabilities: Under the direct supervision of the Head of the sub Office, the incumbent will provide administrative, secretarial and logistical support in the office, including Procurement and Human Resources functions. The incumbent will perform the following duties:

General Staff Assistant Duties
 Take minutes at operations meetings as and when required; Draft routine correspondence and reports.
 Maintain the Head of Sub Office calendar, schedule appointments and meetings, receive and direct visitors;
 Coordinate and assist in facilitating meetings, workshops and trainings;
 Assist in making flight bookings, follow up on tickets, hotel/accommodation bookings etc;
Procurement
 Prepare Invitations to Bid / Requests for Quotations / Requests for Proposals. Draft and carry out procurement actions using ETAS
tendering system and WFP non food procurement guidelines;
 Evaluate quotations/bids by preparation of bids analyses
 Undertake commercial evaluation of offers and prepare commercial evaluation summaries/tables;
 Minute Tender Opening and Local Procurement Committee proceedings, prepare Purchase Orders and all documents relevant to procurement;Draft contracts in line with award decisions;
 Expedite deliveries and ensure receipt of goods or performance of services;
 Build and expand local vendor capacity and familiarize them with WFP specific contractual procedures;
 Maintain relevant internal databases and files; keep track of contractual agreements;
 Verify claims for accuracy and conformance with WFP procurement rules and regulations;
Human Resources
 Brief new staff members and organise training as/when required;
 Maintain an updated office staffing list at all times;
 Maintain the attendance, leave and CTO (Compensatory Time Off) records of staff in the office and prepare the annual leave plan;
 Brief and assist staff with medical matters and medical insurance cover in liaison with HR Nairobi;
 Maintain and update personal and confidential files, performance evaluation reports (PACE)
 Provide Assistance in local recruitment as and when required
 Perform any other duties as required;

Qualifications and Experience:
 Successful completion of secondary school education (KCSE) supplemented by course(s) in secretarial studies, Human Resources Procurement or Administration.
 A minimum of four years’ progressively responsible work experience in Procurement, HR or Administrative.
 Computer literate with good working knowledge and experience in using computers (MS Word, Excel and other software packages).
Knowledge of WFP Corporate Information System, WINGS, would be highly desirable.
 High degree of accuracy as well as an ability to work methodically.
 Should be able to produce and maintain organised and accurate records with well-analysed data under minimal supervision and be able
to 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.
 Proficiency in written and oral English and good spoken Kiswahili.

Interested candidates meeting the above qualifications are required to submit a covering letter quoting vacancy Announcement No.WFP/38/12 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/38/12 and sent to:- Human Resources Officer
World Food Programme
P.O. Box 44482
NAIROBI 00100 OR deliver to Office B-120, UN Complex, Gigiri.
WFP is an equal opportunity employer and does not charge a fee at any stage of the recruitment process.