Staff Assistant Job at World Food Programme (WFP)

Job Title: Staff Assistant
Organisation: World Food Programme (WFP)
Grade: G4

About WFP:
The World Food Programme (WFP) is the United Nations frontline agency against world hunger. It is the largest and longest serving humanitarian agency in Uganda. Currently WFP focuses on three priority areas namely, Emergency Humanitarian Action (EHA); Food & Nutrition Security (FNS); and Agriculture; Market Support (AMS). WFP has operations in various parts of the Country. WFP cherishes and takes pride in its human resources; therefore we seek to recruit a competent person for the position of Staff Assistant
Job Purpose: Under the direct supervision of the Deputy Country Director, the incumbent will be responsible for the day-to-day management of the office of the Deputy Country Director as well as be the focal person on matters related to Human Resources, Finance and Administration and will be required to undertake the following;-
Key Duties and Responsibilities:
  • Receive, screen and log correspondence, reports, etc, 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;
  • Screen, assess and refer telephone calls and enquiries to appropriate staff;
    provide information on a variety of questions such as the division’s programme and activities as well as sensitive information;
  • Coordinate and expedite office wide responses to sensitive telephone and written enquiries on behalf of the Deputy Country Director;
  • Maintain the Deputy Country Director’s calendar and schedule appointments and meetings and make tentative appointments on his/her behalf;
  • Brief the Deputy Country Director on matters to be considered prior to scheduled
  • Maintain and update the office’s filing and reference system including confidential files, performance evaluation reports, and disciplinary actions;
  • Identify and extract information from various sources and prepare briefing notes and/or resume for inclusion in correspondence and reports;
  • Draft various standard correspondence and review all outgoing correspondence for composition and style as well as grammatical accuracy, factual correctness, and adequacy of treatment as well as adherence to WFP procedures;
  • Provide procedural advice to staff on office methods and procedures, and on the use of various computer programmes and other office equipment to improve the quality and efficiency of their work;
  • Draft moderately complex correspondence and ensure any related follow up;
    prepare various documentation and reports, including highly confidential letters, by ensuring accuracy in spelling and layout and adherence to WFP procedures;
  • Receive and review accountabilities and replenishment requests submitted by Sub Offices before forwarding them to the relevant units for action;
  • Manage stationery and other office requirements for the operations branch;
  • Facilitate the flow of documents presented to the Deputy Country Director for approval including internal memos, external correspondence, travel documents (TAs/TECs), leave request forms, among others;
  • Update travel in WFP system (WINGS);
  • Take minutes of Deputy Country Director’s office meetings and ensure the minutes are circulated to all staff in the unit;
  • In liaison with Finance, Transport and Administration, facilitate programme missions to the Country Office and Sub Offices through making transport requests, flight bookings, accommodation bookings and meeting appointments;
  • Provide administrative support during the workshops, meetings and trainings;
  • Manage staff leave balances and attendance records and submit monthly attendance reports to the Human Resources unit;
  • Prepare procurement requests for the operations branch
  • Follow up procurement requests submitted to Finance and Procurement Units and provide relevant feedback to the responsible Sub Units;
  • Perform any other secretarial and administrative duties assigned by the Supervisor.
Qualifications, Skills and Experience:
  • Diploma in Secretarial Studies or the equivalent obtained from a recognized institution;
  • At least three (3) years progressive responsible secretarial working experience gained from a reputable organization;
  • Thorough knowledge of modem office methods for Good knowledge and skills in using MS Office applications.
  • Excellent command of English is vital;
  • Knowledge of Accounts and Human Resource management practices is Knowledge of protocol.
  • Good knowledge of English language
How to apply: 
Ugandan nationals who meet the above requirements are requested to submit their applications together with detailed curriculum vitae, copies of certificates under confidential cover quoting on the envelop the vacancy announcement number and name of the applicant to:
The Human Resources Officer
UN World Food Programme
P.O. Box 7159 Kampala.
Hand delivered applications should be dropped in a box at the reception of WFP Offices at plot 17-19, Clement Hill Road.
Applicants should check on the Notice Board at the main entrance to confirm that their applications have been received one week after the closing date. Applications must be received by the deadline and only short listed candidates shall be contacted. Please note that incomplete submission will not be allowed.
Qualified female candidates are particularly encouraged to apply.
WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status WFP does not charge fees from applicants at any stage in the recruitment
Deadline: 14th December, 2012
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