The United Nations World Food Programme is the world's largest humanitarian agency fighting hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need.
STANDARD MINIMUM QUALIFICATIONS
Education: Completion of secondary school education.
Experience: Five or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.
Knowledge & Skills:
• Proficient in the use of office equipment and computer software packages, such as Microsoft Word.
• 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.
Language: Fluency in both oral and written communication in English, Shona and or Ndebele.
Job holders perform administrative support functions to the country office team with the reporting line to the relevant Head of Unit.
At this level, work is carried out under minimal supervision. Job holders are expected to produce organised and accurate work, undertaking specific business support activities.
To provide administrative services to the Country Office
KEY ACCOUNTABILITIES (not all-inclusive)
|Manning the switchboard, screening, routing and re-routing incoming calls
|Receiving visitors and directing them to applicable offices; liaising with the security at the main gate and screening them as per WFP standard security procedure
|Making official outgoing calls as per staff requests
|Maintenance and updating of invoice database and registry of incoming vendor invoices and other mail in the document tracking system.
|Dispatch in-coming and outgoing mails / packages at the reception, ensuring that corresponding documentation is signed for upon collection
|Maintaining the reception area, keeping it clean at all times
|Coordinate booking of conference rooms and facilitating the provision of refreshments for conferences as required
|Collect, sort and distribute correspondence, packages, reports and other material and transmit them physically or via electronic mail, fax. Courier and other means.
|Advise Security of any suspicious mail and follow proper procedures for handling suspicious mail.
|In liaison with the Administration Officer, improve on the standards and procedures for dispatching, receiving and distributing WFP official mail
|Set up, classify and maintain unit files
|Operate computer and other office equipment such as photocopier, binding official documents , printer, scanner and produce photocopies and materials as requested by user units.
|Provide teas to the Country Director, Deputy Country Director and to all participants of official workshops and large official meetings in the office
|Supervise the Country Office cleaners to make sure all offices are cleaned well daily
|Organise and manage the office archive system, store and retrieve official documents; organise for the destruction of archived documents that have exceeded their retention period
|Processing PRs for the Programme Unit
|Assist the Adminstrative in supply units with stationery requirements for day to day use.
|Manage supply of clean drinking water for the office.
TERMS AND CONDITIONS
Qualified candidates are requested to submit their application via E- Recruitment attaching a signed application letter and a signed Personal History Form (P11) available at http://www.unon.org/docs/P11.doc. Applicants are also requested to submit a Curriculum Vitae.
Only short-listed candidates will be contacted for the recruitment processes.
WFP DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING)
DEADLINE FOR APPLICATIONS
Deadline for submitting applications is 17 January 2018.
Female applicants and qualified applicants from developing countries are especially encouraged to apply
WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status.
No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.