United Nations’ WFP Admin Jobs – Staff Assistant at World Food Programme

Vacancy Announcement No.: VA-12-2013
Job Title: Staff Assistant
Organisation: World Food Programme (WFP)
Duty Station: Uganda
Grade: SC4
Reports to: Head of Sub Office

About WFP:
The 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 namely, Emergency Humanitarian Action (EHA); Food & Nutrition Security (FNS); and Purchase for Progress (P4P)/ Agriculture & Market Support (AMS). WFP has operations in various parts of the Country.
Job Summary: The staff assistant will be charged with daily management of the office as well as act like the focal person on matters related to Human Resources, Finance and Administration.
Key Duties and Responsibilities:
  • Receive, screen and log correspondence, reports, etc, 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 deadlines;
  • Receive and direct visitors to the Sub Office.
  • Type reports, draft letters, correspondences, minutes and memos.
  • Arrange quarterly stock requisitions and track the utilization of all office supplies.
  • Provide administrative/ secretarial support to the Sub Office.
  • Keep an updated office filing and reference system including confidential files, performance evaluation reports and disciplinary actions.
  • Keep track of ICT equipment performance and make reports of any issues or technical faults and where necessary give monthly inventory reports to ICT country Office as required of the ICT focal person.
  • The Staff assistant will also serve as the human resources focal person for the Sub Office and particularly follow up on new staff recruitment.
  • The Staff assistant will also serve as the finance focal person for the Sub Office and particularly prepare monthly accountabilities and petty cash replenishment voucher requests. 
Qualifications, Skills and Experience:
  • The applicant should possess a diploma in Secretarial Studies or the equivalent obtained from a recognized institution;
  • A minimum of  three (3) years progressive responsible secretarial working experience gained from a reputable organization;
  • Extensive knowledge of modern office practices
  • Computer proficiency ; particularly MS Office applications.
  • Excellent command of English (oral and written) is mandatory; 
How to apply: 
All suitable applicants with the necessary credentials  to work in the United Nations’ World Food Programme (WFP) should send their applications together with detailed curriculum vitae, copies of certificates under confidential cover quoting on the envelop the vacancy announcement number and name of the applicant to:
The Human Resources Officer
UN World Food Programme
P.O. Box 7159 Kampala.
or Hand delivered applications should be dropped in a box at the reception of WFP Offices at plot 17-19, Clement Hill Road, Kampala, Uganda

Applicants should check on the Notice Board at the main entrance to confirm that their applications have been received one week after the closing date. Applications must be received by the deadline and only short listed candidates shall be contacted. Please note that incomplete submission will not be allowed.
Qualified female candidates are particularly encouraged to apply.
WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status WFP does not charge fees from applicants at any stage in the recruitment
Deadline: 18th July, 2013
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