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Full-time Administrative Assistant

at World Food Programme (WFP) in Mombasa

Administrative Assistant at World Food Programme (WFP) in Mombasa – Kenya Jobs, Careers and Vacancies

ADMINISTRATIVE ASSISTANT
Post Grade: Fixed Term – GS-4
Duty Station: Mombasa, WFP Kenya
Date of issue: 7th June 2013
Deadline for application: 21th June 2013

Accountabilities:
Under the direct supervision of the Senior Finance and Administrative Assistant, the incumbent will be responsible for the following:

Duties and Responsibilities:

  • Manage inventory for the Mombasa office, which include monthly physical count, daily update on movement of items, identification of items for disposal, request for inventory stickers for items purchased locally.
  • Issue waybills and exit passes for items leaving the office.
  • Create TRIP documents in WINGS and make travel arrangements in line with Administrative Rules and Procedures.
  • Create Purchase Requisitions, Service Entry Sheets and Goods Received Notes;
  • Follow up on the maintenance of office equipment for example air conditioners, fire extinguishers, photocopiers e.t.c.
  • Follow up on repairs of equipment, furniture and premises as necessary
  • Initiate and process administrative actions such as those found in Human Resources, travel, procurement and disbursements.
  • Verify claims and review supporting documentation for action and conformance with administrative rules and regulations and liaise with other offices as appropriate
  • Manage entire Mombasa office achieves. Carry out the proper maintenance , achieving and disposal of all records as outlined in the WFP Manual and Directive on Record Retention Policy
  • Manage and account for the entire WFP Mombasa office stationery ensuring timely requisitions and replenishments.
  • Respond to queries from a variety of sources by providing available information, advice and guidance on rules and regulations related to area of work or direct to the most appropriate person; draft correspondences relating to the area of responsibility
  • Prepare manifest and pouch documents on daily basis and maintain a dispatch register.
  • Perform any other duties as required.

Qualifications, Experience, Critical Success Factors and Language:

  • Successful completion of secondary school education. Additional courses in Business Administration, Inventory/Asset management or Travel will be an added advantage
  • Training and experience utilising computers including Microsoft Word, Microsoft Excel.
  • At least three years experience in general administrative functions and knowledge of simple record-keeping procedures.
  • Ability to maintain accurate and precise records and stocks; Ability to recognise data discrepancies and bring these to the attention of supervisor and/or officer.
  • Ability to draft routine correspondence and extract and prepare basic reports.
  • Ability to contribute to preparation/compilation of documentation by providing support in producing basic charts and tables.
  • Excellent interpersonal skills, courtesy and tact and be able to work patiently and effectively with people from diverse backgrounds.
  • Fluency in written and spoken English and Kiswahili.

Interested Kenyan candidates meeting the above qualifications are required to submit a covering letter quoting Vacancy Announcement No. WFP/26/13 with their updated Curriculum Vitae, and include all copies of academic/professional qualification 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 WFP/26/13 and sent to:-

Human Resources Officer
World Food Programme
P.O. Box 44482
NAIROBI 00100 OR deliver to Office B-120, UN Complex, Gigiri.

WFP is an equal opportunity employer and does not charge a fee at any stage of the recruitment process.

Only short listed applicants will be contacted.



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Published at 17-06-2013
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