Kenya Junior Operations Assistant

POSITION TITLE: Junior Operations Assistant
GRADE LEVEL: G3 DUTY STATION: Nairobi ORGANIZATIONAL UNIT: Somalia Country Office (FAO-Somalia) DURATION: 6 months ELIGIBLE CANDIDATES KENYANS AND SOMALI NATIONALS
ANTICIPATED START DATE: 1st January 2012

Under the overall supervision of the Officer in Charge (O.I.C.) FAO Somalia and the direct supervision of the Programme Coordinator and/or the NPO, to provide administrative and operational support in the formulation and implementation of the field programme at country office level. In particular to:

• assist to assemble into final form project documents, selected background material and ensure that agreed inputs and related specifications are properly reflected; • assist to establish and maintain up-to-date basic records required for project implementation, and reference records on directives and procedures of a technical or administrative nature relating to field operations work; reconcile operational records with other corporate records of the organization regarding personnel, budget, training, purchases, contracts and reports; • receive and review incoming mail, attach appropriate background and identify action to be taken; on own initiative or minimum instructions prepare in final form replies to correspondence on operations matters; identify non-routine matters and potential policy issues, prepare background and refer matter with relevant notes to direct supervisor; • assist to initiate and follow-up a broad variety of administrative and operational actions necessary for the timely implementation of projects, including recruitment actions, travel requests, letters of introduction/instructions, briefing schedules and procurement of equipment, works and services as well as partnership agreement (LOA and PA); • assist to liaise with field staff, HQs, Public Administrations, NGO, Counterparts on all administrative and operations matters as requested; • during the absence of the direct supervisor, take appropriate action in the day-to-day work related to project activities in line with the approved work plans; report on emergency situations and brief the direct supervisor on return; • assist to secure information on technical matters from designated subject matter officer, prepare briefs, notes and periodic reports and monitor receipt, circulation and processing of field reports; • Perform other related duties as required. Minimum requirements: • Secondary school level education - a high school completion certificate with a minimum of a grade B (plain). • Good knowledge of administration/secretarial functions, or by secretarial or general administration, initiative, • Good judgment and ability to organize office work and prepare correspondence on own initiative. • Willingness to work as a team member and attention to detail. • Good ability to use PC, word processors and other technology equipment.
• Good knowledge of the UN work system and ability to work effectively with people of different national and cultural backgrounds. • Three years of operations experience, of which at least a minimum of six months work experience with the UN. • Good working knowledge (level C) of English and knowledge of local languages. • Somalia language is an asset.

Expected Output: • Contribution to administrative and operational support to project teams based in both in Somalia and Nairobi. • All e-mails are responded to in the appropriate time. • Contribution to establish and maintain up-to-date basic records on project implementation. • Circulation of the necessary information is done and at the right time.

How to apply:

TO APPLY:

Send your application to:
Candidates are requested to submit a covering letter quoting the Position Title and Vacancy Announcement No. FAO/038/2011 along with their current/detailed Curriculum Vitae and FAO Personal History (PH) form (available at http://www.fao.org/VA/adm11e.dot - see following page for guidelines on how to fill it out). E-mail is the preferred means of receipt and the application should be sent to HR-Somalia@fao.org. The subject line of the e-mail message should read CONFIDENTIAL – FAO/038/2011. If making a hard copy submission, the envelope should be clearly marked CONFIDENTIAL – FAO/038/2011 and sent to the following address:

FAO-Somalia UN-Somalia Ngecha Road Complex Corner Lower Kabete Road/Ngecha Road P.O. Box 30470-00100 Nairobi, Kenya.

Applications may also be faxed, again clearly indicating CONFIDENTIAL - FAO/038/2011 in the subject line, to +254-20-4000333.

Applications must be received by the deadline. Late applications will not be considered.

Only short listed candidates meeting all essential qualificat

Kenya Junior Operations Assistant Kenya Junior Operations Assistant Reviewed by Unknown on 6:36:00 AM Rating: 5

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