Business Support Assistant

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Duration: 5 months

WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles.

Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance.

About WFP

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.

JOB PURPOSE

To deliver a range of routine business support tasks, to ensure that staff are effectively supported. 

KEY ACCOUNTABILITIES (not all-inclusive)

Under the direct supervision of the of the Administrative officer, and within delegated authority, the incumbent will be responsible for the following:

General Administration:

  1.      Assist in extracting and inputting data from various administrative services   like monthly private telephone calls for staff;
  2.      Respond to inquiries from staff in the division or field office and supply readily available information from office files, databases, by liaising with other offices as;
  3.      Prepare routine correspondence using standard letters/templates or exchange straightforward, fact-oriented messages not requiring discussion or elaboration; Search for retrieve, compile, assemble and archive a variety of statistical data from computer files, records, reports or from other sources for  internal/external use;      

Travel management:

  1. Work as Admin finance travel focal point by ensuring timely preparation   of  trip documents in WINGS;
  2.   Assist in hotel bookings, conference arrangement, and air ticket bookings;

Protocol management:

  1.    Receive telephone calls and office visitors and refer them to the appropriate  source or reply personally to simple queries when possible
  2.      All outgoing call is recorded in a register;
  3.      Ensure the reception is well cleaned and giving a good impression of the organization to visitors          

Registry management

  1.    Collect, sort and distribute correspondence, reports and other material and transmit correspondence, documents;

Perform other related duties as required.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education.

  • University degree or a Diploma or its equivalent in Administration, Social Sciences, Business Studies, and related fields is desirable.

Experience: Three or more years of experience in general administrative work.
Knowledge & Skills:

• Ability to use standard office equipment such as photocopiers and scanners.
• Knowledge of standardized business support work routines and methods.
• Knowledge of standard office software packages, e.g. Microsoft Word.
• Uses tact and courtesy to give and receive information with a variety of individuals.
• Good attention to detail in order to identify data discrepancies.
• Ability to work to deadlines and follow clear instructions.​
Language: Fluency in both oral and written communication in English and French.

                  Fluency in Kinyarwanda.

TERMS AND CONDITIONS

This position is temporary and open for Rwandese Nationals only.

DEADLINE FOR APPLICATIONS: 10 October 2018

Female applicants and qualified applicants  are especially encouraged to apply

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