Staff Associate G6

ABOUT WFP

The United Nations World Food Programme (WFP) is the World’s largest humanitarian international food assistance agency. WFP works to eradicate hunger and poverty and above all, ensure food security, that is, the ability of all people at all times to lead an active and healthy life. 

WFP Malawi is seeking a qualified and dynamic candidate to fill the vacant position, which exists in the country office under the Country Representative’s Office as per details below:

JOB PURPOSE

To coordinate and control a full range of business support services for a specific professional area of work, to ensure that services are delivered effectively.  

KEY ACCOUNTABILITIES (not all-inclusive)

Under the direct and overall supervision of the Country Director, the incumbent will undertake and be responsible for the following duties:

• 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 action log on tasks assigned from the Management’s Office to respective Officers; follow up with reminders for timely replies and actions prior to the established deadline; keep the Management abreast of the tasks completion.
• 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 deadline;
• Prepare briefing materials for supervisor for use on official trips or special meetings;
• Coordinate and expedite office wide responses to sensitive telephone and written enquires on behalf of the manager;
• Prepare informal translations and may act as interpreter;
• Maintain and update the office’s filing and reference system including confidential files,
• Draft correspondence on a variety of subject matters, ensuring that spelling, punctuation and format are correct; type correspondence, documents and reports, some of which are highly confidential;
• 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 professional and train new general services staff of the office on office methods and procedures, and on the use of various computer programmes to improve the quality and efficiency of their work;
• Supervise other staff in the CD’s office.
• Perform any other duties as assigned by the Country Director or his/her designate from time to time.

STANDARD MINIMUM QUALIFICATIONS

Education:

• Bachelor of Business Administration or any other related field and Diploma in Secretarial Studies.

Experience:

• At least six years of secretarial experience, some of which should have been at a senior secretary level
• Extensive work experience in the relative business stream with experience in general administrative and secretarial work;
• Experience in working for an international  organization and the UN; and
• Experience working as an Executive Assistant in a high demanding work environment

Knowledge & Skills:

• Specialised knowledge of the application of common business processes, practical business support methods, procedures and systems used in area of work, gained through technical training and work experience.
• Good communication skills in order to provide specialised business support services to a wide range of individuals.
• Ability to proactively identify and recommend areas for improvement to the design and delivery of specialised services. 
• Ability to build relationships with a variety of individuals across functions.
• Experience in coordinating the work of others and self and training and supporting others.
• Ability to maintain confidentiality.
• Ability to work in a multicultural work envrionment
• Ability to work under pressure

Language:

Fluency  in English language and ant local language.
 

TERMS AND CONDITIONS

• This position is open to Malawian nationals only;
• Only applications with attached certificates will be reviewed; and
• WFP is committed to gender equality in its mandate and its staff. Well qualified candidates, particularly females are strongly encouraged.

DEADLINE FOR APPLICATIONS

The closing date for receiving applications is 27 March 2018.