Office Assistant (Logistics Unit - Transport)

WORLD FOOD PROGRAMME

VACANCY ANNOUNCEMENT WFP/17/10 

Date of issue:   13 September 2010                                                                   Deadline for application:  24 September 2010

 

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

 

Job Title:       Office Assistant (Logistics Unit - Transport)                                                 Duty Station:  Mombasa

Post Grade:   G3 (Service Contract)

Accountabilities:

Under the direct supervision of the section head (or as otherwise advised) , the incumbent will perform the following duties:-

 

• Receive, inspect and validate truck lists to facilitate speedy authorisation for loading by the section head.
• Ensure each truck list contains all requisite information for a smooth and efficient dispatch process.
• Promptly send to appointed C/F agents, authorised truck lists for prompt processing of transport customs documents for export or transit cargoes and or to facilitate entrance into port.
• Ensure transporter representatives collecting authorised truck lists are fully briefed on location of cargo, urgency of uplift, type of trucks to be used etc.
• Always reconfirm cargo readiness status with the warehouse colleagues prior to presenting truck lists for authorisation so as to ensure transporters encounter minimum delays and bottlenecks.
• Guide and direct transporters on dispatch priorities and balanced food basket for each project and destination so as to ensure timely food distributions at receiving end.
• Maintain a structured filing system/archive (both electronic and hard copy backup) to all authorised truck lists per landside transport instruction (LTI).
• Recognise and bring data discrepancies to the attention of the appropriate supervisor and/or officer.
• Ensure full compliance with applicable load limit restrictions when reviewing documents presented by transporters.
• Keep abreast of statutory regulation changes and developments that affect the transport industry.
• Maintain a log of transporters’ non-conformances to assist in preparation of evaluation reports for contracted transporters.
• Perform other transport related duties such as creation of Landside Transport Instruction (LTI), follow up with transporters etc as required.
• Respond to a variety of enquiries from staff in the section and elsewhere in the Programme and supply readily available information from office files, databases, liaising with other offices as appropriate.
• Assist in the preparation of administrative reports; draft routine correspondence; correct texts or data.
• Receive telephone calls and transport office visitors and refer them appropriately or reply personally to queries when possible.
• Perform any other related duties as required.

Qualifications and Experience:  

Education:  Successful completion of secondary school education (KCSE).  Experience utilising computers, including MS Office (particularly Excel and Word), spreadsheets and other software packages

Experience:  At least two years’ experience in support functions, including keyboarding skills and knowledge of simple record keeping procedures.

Skills:  Ability to utilise computers; ability to handle a large volume of work quickly and accurately under time constraints. Ability to maintain accurate and precise records; ability to draft correspondence and to write and spell correctly. Courtesy, tact and ability to work effectively with people of different national and cultural backgrounds.  

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

 

Kenyan nationals meeting the above qualifications are requested to submit a covering letter quoting Vacancy Announcement No. WFP/17/10 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

VA/17/10 and sent to:-

                                                    Human Resources Officer

                                                    World Food Programme

                                                    P.O. Box 44482

                                                    Nairobi 00100

 

Applications must be received by the deadline.   Only short-listed candidates meeting the required qualifications and experience will be contacted.

 

People who read this post also read :