Duty Description
About US:
The UN World Food Programme (WFP) is the United Nations frontline agency against world hunger. It is the largest and longest serving humanitarian agency in Uganda. . Currently WFP focuses on three priority areas: Saving lives in Emergencies; Building Resilience through Predictable Safety Nets; Improving Nutrition & Mother-and Child Health; and Supporting Small Holder Farmers to Access Markets. WFP has operations in various parts of the Country.
Key Duties and Responsibilities:
- 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
Required Qualifications
Qualifications, Skills and Experience:
- 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.
How to Apply:
All candidates who desire to join the United Nations World Food Programme (WFP) are encouraged to submit their applications online at the link below.
https://career012.successfactors.eu/career?career_ns=job_listing&company=C0000168410P&career_job_req_id=63361