Staff Assistant, Public Information Unit Job Vacancy: World Food Programme

World Food Programme Vacancy Announcement WFP/52/09

Closing date: 10 November 2009

Job Title: Staff Assistant, Public Information Unit

Duty Station: Nairobi

Post Grade: G5 – Fixed-Term

Accountabilities: Under the direct supervision of the Snr. Public Information Officer, the incumbent will perform the following duties:

Major Duties and Responsibilities:

• Extract and input data from various sources into WFP systems;
• Respond to queries regarding data from staff in the Unit and elsewhere in the programme;
• Maintain administrative control records such as commitments and expenditures; initiate administrative actions related to one or more of the following: travel arrangements and payments, purchases and deliveries of equipment, supplies and inventory;
• Review supporting documentation for processing various actions, e.g. personnel, payroll, budget, procurement, country activity;
• Answer a variety of enquiries and supply readily available information from office files, databases, liaising with other offices as appropriate;
• Design and update charts and tables utilising graphic software, design hard copy and computer-resident forms; initiate, update and track computer-assisted processing of administrative actions;
• Design reports, fact sheets, WFP brochures using desktop publishing, as requested;
• Edit material to produce brochures, PowerPoint presentations and press briefings;
• Verify claims for accuracy and conformance with administrative rules and regulations and confirm availability of funds prior to review by supervisor and prepare payment vouchers;
• Draft routine correspondence related to the Unit’s work and type a variety of material such as correspondence, reports and papers;
• Provide information related to the above functions and exchange a variety of statistical information;
• Search for, retrieve, compile, assemble and archive a variety of statistical data from computer files, records, reports or from other sources for external use;
• Assist in the preparation of administrative reports;
• Scan news sites on the Internet to find articles relevant to WFP activities in the area and distribute these articles as required;
• Scan and distribute news items;
• Operate a variety of office equipment (photocopier, facsimile, printer, etc.), produce photocopies of materials as required and collate pages when necessary, also maintain supplies;
• Maintain the Unit equipment and inventory list, adding new items as necessary and entering details into the WFP inventory;
• Control the loan and return of all equipment;
• Check accuracy of simple calculations, coding and data;
• Make travel arrangements and prepare travel documentation as required;
• Receive telephone calls and office visitors and refer them to the appropriate source or reply personally to queries, when possible;
• Collect, sort and distribute correspondence, reports and other material and transmit correspondence, documents, etc. via electronic mail, fax, pouch or other means;
• Set up, classify and maintain Unit files;
• Initiate and modify automated transactions;
• Provide assistance to all staff services such as travel, expense claims, document retrieval, inventory, etc;
• Assist in managing the Information Unit in the absence of the senior officers, ensuring that calls are screened and fielded appropriately and the office functions smoothly;
• Manage audio/visual equipment for PI activities, including maintaining an updated inventory of material coming in and out of the office, preparing equipment ahead to be used in the field;
• Maintain photo-archive, including downloading digital photos, scanning photos , and label them according to the archive system;
• Perform any other related duties as required

Qualifications and Experience:

Essential: Successful completion of secondary school education (KCSE). Secretarial training and good secretarial skills, thorough knowledge of office procedures with a minimum typing speed of 50 wpm. A minimum of four years’ experience in secretarial work with a large organisation, UN agency or NGO.

Excellent skills in computer software such as PowerPoint, Page Maker, Photo Shop, Excel and ability to work under pressure and to produce materials in the above-mentioned programmes.

Should have excellent command of English and writing skills. Excellent inter-personal skills and the ability to work effectively with people of different cultural backgrounds within and outside WFP.

Desirable: University degree in journalism or multimedia technology or related area, experience of working in public information.

Languages: Excellent command of English (written and spoken) and fluent Kiswahili.

Kenyan nationals with the above qualifications and experience are requested to submit a covering letter quoting Vacancy Announcement No. WFP/52/09 along with their current/detailed Curriculum Vitae, copies of certificates and name, address and e-mail address of three referees.

Envelopes should be marked: CONFIDENTIAL WFP/52/09 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 will be contacted.

WFP is an equal opportunity employer.

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