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VACANCY ANNOUNCEMENT NO. VA-044/2013 (Position Number: 13-0013943)
UN World Food Programme – Somalia
Post Title: Senior
Staff Assistant
Contract type: Fixed
Term
Post Grade: G6
Duty Station: Mogadishu
Duration: One
Year (Initial)
Date of issue: 4th
July 2013
Closing Date: 17th
July 2013
Organizational background
The World Food Programme Somalia activities include food
assistance for nutrition, livelihoods, relief and emergency school feeding,
while also supporting humanitarian air and logistics services, food security
coordination and infrastructure rehabilitation projects.
This position is open to qualified Somali candidates with
good knowledge of the local area. Female candidates in particular, are
encouraged to apply.
Major Duties and
Responsibilities:
- Under the direct supervision of the Deputy Country Director, the incumbent will be responsible for the following duties:
- Prepare and expedite office wide responses to sensitive telephone and written enquires on behalf of the Country Office;
- Screen, assess and refer telephone calls and enquires to appropriate staff; provide information on a variety of questions such as the programme’s activities as well as sensitive information;
- Maintain the Deputy Country Director’s calendar and schedule appointments and meetings and make tentative appointments on his/her behalf; brief the him/her on matters to be considered prior to scheduled meetings;
- Prepare informal translations and may act as interpreter;
- Assist in preparing briefing materials for use on official trips or special meetings;
- Maintain and update the office’s filing and reference system including confidential files, performance evaluation reports, and disciplinary actions;
- Draft correspondence on a variety of subject matters;
- Identify and extract information from various sources and prepare briefing notes in adherence to WFP procedures;
- Coordinate the secretarial services of the office, assign priorities, monitor work in progress and control deadlines; assess work performance and resolve problems;
- Provide procedural advice to professional and train new general service staff of the office methods and procedures, and on the use of various computer programmes;
- Maintain attendance and leave records of staff in the office;
- Receive, screen and log correspondence, reports, and forward to the appropriate officer; maintain a log in system and follow up to ensure that replies are timely or that action is taken within the established deadline;
- Prepare travel documents;
- Maintain policy, confidential and general management files;
- Perform other related duties as required.
Minimum Qualifications:
Education: Secondary
school education, preferably supplemented by additional training in
Administration, Secretarial studies or other related field.
Experience: At
least five years of secretarial experience, some of which should have been at a
senior secretarial level. At least one
year at level 5 or equivalent.
Language: Fluency in both written and spoken
English and Somali language is a requirement.
Knowledge: Proven
ability to effectively use word processing and other technology equipment. Thorough knowledge of modern office
methods. Knowledge of protocol.
Interested and qualified candidates are requested to submit
online applications only according to the following procedures:
- Go to: : http://i-recruitment.wfp.org/vacancies/13-0013943
- Step 1: Create your online CV.
- Step 2: Click on “Description” to read the position requirements and “Apply” to submit your application.
- NOTE: You must complete Step 2 in order for your application to be considered for this vacancy.
