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Staff Assistant (1 position) Hargeisa (Hargeysa)

Posted by World Food Programme Somalia Private Woqooyi Galbeed
  • Company: World Food Programme Somalia
  • Experience: 2 - 5 years
  • Studies: Bachelor
  • Category: Secretarial - Administration
  • Contract: Temporary
  • Salary: Undefined
Organizational Background

The World Food Programme Somalia
activities include food assistance for relief, emergency school feeding,
humanitarian air and logistics services, food coordination and emergency
rehabilitation projects.

 

This position is open to qualified
Somali candidates with good knowledge of the local area. Female
candidates in particular, are encouraged to apply.

 

Duties and
Responsibilities:

 

Under the direct supervision of the Administration and Finance Officer,
and overall supervision of the Head of Area Office, the incumbent will be responsible for
the following duties:

 

·  
Receive, screen and log
correspondence, reports, 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 enquires 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 enquires on behalf of the manager;

·  
Maintain the manager’s calendar and
schedule appointments and meetings and make tentative appointments on his/her
behalf; brief the manager on matters to be considered prior to scheduled
meetings;

·  
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;

·  
Maintain attendance and leave
records of staff in the office;

·  
Perform other related duties as
required.

 

Minimum
Qualifications:

 

Education:

Secondary school
education.
 

Experience:

At least three years of
experience in secretarial or in general administrative work. At least one
year at G3 level or equivalent.
 

Language:

Fluency
in both oral and written communication in English and Somali is a
requirement.
 

Knowledge:

Experience utilizing computers, including word processing,
spreadsheet and other software packages. Knowledge of WFP administrative
regulations and rules, and WFP policies and procedures in the area of work.

 

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