Senior Staff Assistant Job Vacancy: World Food Programme

World Food Programme
Vacancy Announcement WFP/39/08
Deadline for application: 15 December 2008

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

Job Title: Senior Staff Assistant
Post Grade: G6 (Fixed Term)
Duty Station: Nairobi

The Senior Staff Assistant will backstop and support the Representative and Deputy Country Director by carrying out the following

Major Duties and Responsibilities:

• Schedule and prepare for appointments and meetings, and keep chronologic records.
  
• Make travel arrangements and ensure visa and other requirements are met.
• Organise and backstop visits of high level delegations and dignitaries;
  
• prepare itineraries and visitor schedules and organise meetings.
• Receive enquiries from the public, provide basic information and redirect to appropriate staff.
  
• Screen correspondence and prepare/draft replies (letters, memos, faxes).
• Review outgoing correspondence for composition, grammatical accuracy, style and factual correctness, in accordance with corporate standards.
• Prepare presentations and briefing materials for meetings, take minutes and prepare action logs, also of confidential nature.
  
• Ensure that cheques and financial approvals are properly supported by evidence and correctly completed attachments.
  
• Receive and log correspondence; maintain action logs and electronic filing.
  
• Ensure that action is taken within established deadlines.
• Maintain and update contact databases on offices and counterparts.
  
• Receive and log tenders and participate in the evaluation panels.
• Execute authorised functions in the corporate processing system (WINGS) and monitor process authorisations and delegations - training will be provided.
• The above outline of duties is not a comprehensive or exclusive list They may be varied from time to time, while not substantially changing the general character of the job or the level of responsibility.

Qualifications and Experience:

• Education: Successful completion of secondary school education (KCSE); advanced training in using computers and software (MS Word, Excel, PowerPoint)
• Experience: A minimum of five years' progressively responsible secretarial experience with at least one year at G-5 level/equivalent.
• Knowledge: 50 w.p.m. typing, knowledge of modern office methods and very good knowledge and experience in standard office software applications; familiarity with e-mail and corporate data systems; good knowledge of administrative policies and procedures. Proven skills in writing and composition.
• Language: Good written and spoken English and fluent Kiswahili. Proficiency in a second official UN language desirable.
• Desirable skills: Ability to deal patiently and tactfully with visitors and colleagues; demonstrated sense of confidentiality, initiative and good judgement. Good organisation skills and proven ability to work quickly and accurately under time constraints.

The successful candidate should be able to work systematically and communicate well, both orally and in writing. She/he will work comfortably in a team and provide guidance to junior support staff. Ability to work effectively with people of different national and cultural background.

Kenyan nationals meeting the above qualifications are requested to submit a covering letter quoting Vacancy Announcement No. WFP/39/08 along with their current/detailed Curriculum Vitae. photocopies of certificates and name, title and e-mail address of three referees. Envelopes should be marked CONFIDENTIAL WFP/39/08 and sent to

Human Resources Officer
World Food Programme
Office B-223, 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 all essential qualifications will be contacted.

Date of issue: 3 December 2008.

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