Job Title: 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 orTravel 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 - 00100
NAIROBI
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.
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 orTravel 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 - 00100
NAIROBI
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.