Administrative Assistant
VACANCY ANNOUNCEMENT NO: OMN/009/2013
(VA issued on 26 June 2013, closing date 09 July 2013)
Post Title : Administrative Assistant
Grade : Service Contract SC5 (G5 equivalent)
Duty Station : WFP’s Regional Bureau for East & Central Africa, based in Nairobi
Salary : As per UN Service Contract Salary Bands
This vacancy announcement is open to both male and female candidates. Qualified female candidates are particularly encouraged to apply.
The United Nations World Food Programme (WFP) is looking for a qualified candidate to fill the post of Administrative Assistant in support of the Regional Bureau for East & Central Africa (OMN), based in Nairobi, Kenya.
Duties and Responsibilities: Under the direct supervision of the Regional Security Officer, the Administrative Assistant will be responsible for the following tasks:
Provide administrative assistance to the Regional Security Officer, Security Analyst and the 2 Security Officers for Training based in Nairobi.
Establish detailed requirements for the purchase of Security Office (RB) equipment and arrange its purchase and control.
Make travel arrangements for the RSO, Security Officer for Training and Security Analyst as required, prepare detailed schedules and itineraries; ensure visa requirements are fulfilled.
Raise Travel Authorizations (TAs) and Travel Expense Claims (TECs).
Maintain the Operation’s sub-site in SharePoint and keep up-to-date list of SFPs and upload on SharePoint
Draft correspondence relating to the area of responsibility
Extract and input data from various sources in security database;
Coordinate and/or arrange meetings such as workshops and seminars;
Maintain a selected number of administrative control records, such as for commitments and expenditures, travel, insurance, procurement and other;
Monitor status of expenditures and allotments through WFP corporate systems, record variations, update budget tables and consolidate data;
Review status of relevant expenditures and compare with approved budget; Assist in preparation of budget performance submissions;
Review supporting documentation, verify claims for action and conformance with administrative rules and regulations and liaise with other offices as appropriate;
Respond to queries from a variety of sources by providing information, advice and guidance on rules and regulations related to area of work or direct to the most appropriate source;
Assist with day-to-day administration of contracts with external contractors; check contractors’ invoices against the goods and services provided and process payments;
Perform other related duties as required.
Expected Results: With initiative and judgment produces organized, quality technical and specialized work with well documented records and with well analyzed data; Demonstrated responsibility for completion of specialized complex processes and activities requiring some interpretation of rules and practices; Recommends an appropriate course of action to staff at various levels within assigned function; Responsibility is taken for completion of processes and delivery of consistent service. Unforeseen situations are addressed by seeking advice and guidance from supervisor, as necessary.
Critical Success Factors: Ability to obtain or give factual information of a non-routine nature involving interpretation of facts and requiring clarity of expression. Ability to train other staff regarding relevant work responsibilities. Ability to work in a team environment and coordinate assignments to achieve consistency in service delivery and common goals. Ability to maintain relationships and perform as a reliable service provider or partner; Ability to analyze and recommendcourse of action to staff at various levels. Ability to prioritize own work and assign work to other staff in lower grades.
Qualifications, Experience and Language
Successful completion of Secondary school education preferably enhanced by Diploma in Business Administration, Business Studies or related field. Knowledge of modern office procedures and communications skills.
At least four years of progressively responsible support work experience in general administrative work. At least one year at the G4 level or equivalent.
Experience in utilizing computers, including Microsoft Word and Excel. General knowledge of UN system policies, rules, regulations and procedures in the area of administration.
Fluency in both oral and written communication in English essential.
Knowledge of WFP manuals in the area of administration. Working knowledge (level C) and/or limited knowledge (level B) of other WFP official languages depending on area of work. Formal training in administration.
Interested individuals meeting the above qualifications are required to submit their applications together with detailed curriculum vitae, copies of education certificates, names and telephone numbers or email addresses of three work referees by e-mail to: wfp.omnhr@wfp.org quoting the VA no. and the title of the position in the subject line.
Applicants should also complete and submit a Personal History form (P.11) available on the following link http://www.unon.org/docs/P11.doc.
Closing date: 09 July 2013. Applications must be received by the deadline. Late applications will not be considered. Only short-listed candidates will be contacted.
NB: WFP does not charge fees from applicants at any stage during the recruitment
process.
(VA issued on 26 June 2013, closing date 09 July 2013)
Post Title : Administrative Assistant
Grade : Service Contract SC5 (G5 equivalent)
Duty Station : WFP’s Regional Bureau for East & Central Africa, based in Nairobi
Salary : As per UN Service Contract Salary Bands
This vacancy announcement is open to both male and female candidates. Qualified female candidates are particularly encouraged to apply.
The United Nations World Food Programme (WFP) is looking for a qualified candidate to fill the post of Administrative Assistant in support of the Regional Bureau for East & Central Africa (OMN), based in Nairobi, Kenya.
Duties and Responsibilities: Under the direct supervision of the Regional Security Officer, the Administrative Assistant will be responsible for the following tasks:
Provide administrative assistance to the Regional Security Officer, Security Analyst and the 2 Security Officers for Training based in Nairobi.
Establish detailed requirements for the purchase of Security Office (RB) equipment and arrange its purchase and control.
Make travel arrangements for the RSO, Security Officer for Training and Security Analyst as required, prepare detailed schedules and itineraries; ensure visa requirements are fulfilled.
Raise Travel Authorizations (TAs) and Travel Expense Claims (TECs).
Maintain the Operation’s sub-site in SharePoint and keep up-to-date list of SFPs and upload on SharePoint
Draft correspondence relating to the area of responsibility
Extract and input data from various sources in security database;
Coordinate and/or arrange meetings such as workshops and seminars;
Maintain a selected number of administrative control records, such as for commitments and expenditures, travel, insurance, procurement and other;
Monitor status of expenditures and allotments through WFP corporate systems, record variations, update budget tables and consolidate data;
Review status of relevant expenditures and compare with approved budget; Assist in preparation of budget performance submissions;
Review supporting documentation, verify claims for action and conformance with administrative rules and regulations and liaise with other offices as appropriate;
Respond to queries from a variety of sources by providing information, advice and guidance on rules and regulations related to area of work or direct to the most appropriate source;
Assist with day-to-day administration of contracts with external contractors; check contractors’ invoices against the goods and services provided and process payments;
Perform other related duties as required.
Expected Results: With initiative and judgment produces organized, quality technical and specialized work with well documented records and with well analyzed data; Demonstrated responsibility for completion of specialized complex processes and activities requiring some interpretation of rules and practices; Recommends an appropriate course of action to staff at various levels within assigned function; Responsibility is taken for completion of processes and delivery of consistent service. Unforeseen situations are addressed by seeking advice and guidance from supervisor, as necessary.
Critical Success Factors: Ability to obtain or give factual information of a non-routine nature involving interpretation of facts and requiring clarity of expression. Ability to train other staff regarding relevant work responsibilities. Ability to work in a team environment and coordinate assignments to achieve consistency in service delivery and common goals. Ability to maintain relationships and perform as a reliable service provider or partner; Ability to analyze and recommendcourse of action to staff at various levels. Ability to prioritize own work and assign work to other staff in lower grades.
Qualifications, Experience and Language
Successful completion of Secondary school education preferably enhanced by Diploma in Business Administration, Business Studies or related field. Knowledge of modern office procedures and communications skills.
At least four years of progressively responsible support work experience in general administrative work. At least one year at the G4 level or equivalent.
Experience in utilizing computers, including Microsoft Word and Excel. General knowledge of UN system policies, rules, regulations and procedures in the area of administration.
Fluency in both oral and written communication in English essential.
Knowledge of WFP manuals in the area of administration. Working knowledge (level C) and/or limited knowledge (level B) of other WFP official languages depending on area of work. Formal training in administration.
Interested individuals meeting the above qualifications are required to submit their applications together with detailed curriculum vitae, copies of education certificates, names and telephone numbers or email addresses of three work referees by e-mail to: wfp.omnhr@wfp.org quoting the VA no. and the title of the position in the subject line.
Applicants should also complete and submit a Personal History form (P.11) available on the following link http://www.unon.org/docs/P11.doc.
Closing date: 09 July 2013. Applications must be received by the deadline. Late applications will not be considered. Only short-listed candidates will be contacted.
NB: WFP does not charge fees from applicants at any stage during the recruitment
process.
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