UN WFP Admin Jobs – Business Support Assistant (Programme) at World Food Programme

Job Title:       Business Support Assistant (Programme)  UN Admin Jobs 
Organization: United Nations
World Food Programme (WFP)
Duty Station: Kampala,
Uganda
Position Grade: G4
Reports to: Head of
Programme
About US:
The UN 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: Saving lives
in Emergencies; Building Resilience through Predictable Safety Nets; Improving
Nutrition & Mother-and Child Health; and Supporting Small Holder Farmers to
Access Markets. WFP has operations in various parts of the Country.
Job Summary: The Business
Support Assistant (Programme) will support the United Nations (UN) World Food
Programme (WFP) through the provision of administrative support functions. The
incumbent will deliver standard business support processes for a specific
professional area of work, to facilitate effective service delivery. 
Key Duties and
Responsibilities:  
  • The incumbent receives, screens and logs
    correspondence, reports, etc, and forwards 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;
  • Screens, assesses and refers telephone
    calls and enquires to appropriate staff; provide information on a variety
    of questions such as the division’s programme and activities as well as
    sensitive information;
  • Maintains the Head of Programme calendar
    and schedules appointments and meetings and makes tentative appointments
    on his/her behalf; briefs the Head of Programme on matters to be
    considered prior to scheduled meetings;
  • Maintains and updates the office’s filing
    and reference system including confidential files, performance evaluation
    reports, and disciplinary actions;
  • Identifies and extracts information from
    various sources and prepares briefing notes and/or resumes for inclusion
    in correspondence and reports; drafts various standard correspondence and
    reviews all outgoing correspondences for composition and style as well as
    grammatical accuracy, factual correctness, and adequacy of treatment as
    well as adherence to WFP procedures;
  • Offer 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;
  • Drafts moderately complex correspondences
    and ensures any related follow ups; prepares various documentation and
    reports, including highly confidential letters, by ensuring accuracy in
    spelling and layout and adherence to WFP procedures;
  • The jobholder receives and reviews
    accountabilities and replenishment requests submitted by field offices
    before forwarding them to the relevant units for action;
  • Manages stationery and other office
    requirements for the operations branch;
  • Facilitates the flow of documents
    presented to the Head of Programme for approval including internal memos,
    external correspondence, travel documents (TAs/TECs), leave request forms,
    among others;
  • Updates travel in WFP system (WINGS);Takes
    minutes of the Head of Programme’ s office meetings and ensures the
    minutes are circulated to all staff in the unit;
  • Work closely with Finance, Transport and
    Administration, facilitates programme missions to the Country Office
    and  Field Offices through making
    transport requests, flight bookings, accommodation bookings and meeting appointments;
  • Offers administrative support during the
    workshops, meetings and trainings;
  • Manages staff leave balances and
    attendance records and submits monthly attendance reports to the Human
    Resources unit;
  • Follows-up procurement requests submitted
    to Finance and Procurement Units and provides relevant feedback to the
    responsible Sub Units;
  • Performs any other secretarial and
    administrative duties assigned by the Supervisor



Qualifications, Skills and
Experience:
  • The ideal candidate for the United Nations
    UN World Food Programme (WFP) Business Support Assistant (Programme) job
    opportunity should hold a University Degree or a Diploma with additional
    years of work experience in Secretarial studies, Business studies,
    Business Administration or related field.
  • A minimum of four years of relevant working
    experience in secretarial work or general administrative duties
  • Computer literacy i.e. proficient in the
    use of office equipment and computer software packages, such as Microsoft
    Word.
  • Extensive knowledge of work routines and
    methods in order to complete processes under minimal supervision.
  • Uses tact and courtesy to give and receive
    information to a wide range of individuals.
  • Ability to identify data discrepancies and
    rectify problems requiring attention.
  • Ability to offer guidance or basic
    on-the-job training to more junior staff.
How to Apply:
All candidates who desire to join the United Nations World Food
Programme (WFP) are encouraged to submit their applications online at the link
below.
Deadline: 10th September 2017
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