The Ugandan Jobline

• 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

• 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.

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