Business Support Assistant-Front Desk Registry-G3

POSTING DATE:

Opening date: 6th June 2024. Closing date: 19th June 2024.

WHY JOIN WFP SOMALIA

In Somalia, the World Food Programme provides food assistance for nutrition, livelihoods, and relief through the hard work of more than 650 employees who contribute towards making Somalia hunger free in close partnership with local partners.

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WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.

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.

WHAT WILL YOU DO?

• Collect, sort, and disseminate correspondence, reports and other material to meet the required demands of staff to time standards.
• Contribute to the development of a tagging and filing system, using international and national good practices, to ensure that the contents of the scanned files are easily accessible and retrievable.
• Collect, sort, and disseminate correspondence, reports and other material to meet the required demands of staff to time standards.
• Contribute to the development of a tagging and filing system, using international and national good practices, to ensure that the contents of the scanned files are easily accessible and retrievable.
• Contribute to the development of the archiving database.
• Random checks to ensure the accuracy of scanned images and the tagging and devise measures to ensure accuracy of scanned documents and tagging.
• Prepare record-keeping systems and procedures for archival research and for the retention or destruction of records.
• Support the maintenance of office files, documents, and records in accordance with established systems and processes so that information is current and readily available for staff.
• Undertake standard data entry tasks in accordance with defined systems, to ensure information is organized and readily available for the business team.
• Provide a set of standard business support activities, where required, to contribute to the effective functioning of business operations.
• Welcoming and assisting visitors in a friendly and professional manner.
• Keeping the reception area tidy and observing professional etiquette.
• Handling basic inquiries and sorting incoming and outgoing mail and packages.
• Providing administrative support to other units as needed.
• Develop and maintain good working relationships with the Clients (WFP Staff).
• Performing other administrative tasks, if required.

DO YOU MEET THE MINIMUM REQUIREMENTS?

Education:

• Completion of secondary school education or university degree (Diploma/bachelor's degree) in a relevant field.

Experience:

• Minimum of 3 years of relevant experience with secondary certificate or 1 year of experience with university degree in general administrative work within Government Institutions, UN environment, international Organization or private sectors.

English proficiency:

• Intermediate level in oral and written communication in English and fluency Somali.

ARE YOU COMPETENT FOR THIS JOB? KNOWLEDGE AND SKILLS DESIRED:

• Knowledge of standardized business support work routines and methods.
• 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.
• Exceptional ability to create a welcoming environment.
• Ability to observe business etiquette and maintain a professional appearance.
• Experience working with word processing, spreadsheets, and emails, including Microsoft Word, Excel, and Outlook Express.
• Working knowledge of printers, copiers, scanners, and fax machines.
• Excellent interpersonal and communication skills.
• Ability to maintain accurate and precise records.
• High sense of responsibility and punctuality.
• Honesty and integrity.
• Ability to communicate clearly both orally and in writing.
• Ability to work in a multicultural environment.

TERMS AND CONDITIONS

Contract Duration: 1 year (Initial)

DEADLINE FOR APPLICATIONS

Closing date: 19th June 2024.

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WFP has a zero-tolerance approach to conduct such as fraud, sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to WFP’s standards of conduct and will therefore undergo rigorous background verification internally or through third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Misrepresentation of information provided during the recruitment process may lead to disqualification or termination of employment

WFP will not request payment at any stage of the recruitment process including at the offer stage. Any requests for payment should be refused and reported to local law enforcement authorities for appropriate action.