Vacancy at WFP: Title: Administrative Assistant / Registry Clerk Grade: SC5 Duty station: Amman, Jordan (Not Transferable to another Location) Number of position: 01 Closing date: 04 January 2015 Initial Duration: 12 months (renewable) ==================================================================== Supervision: Under the general supervision of a Director or, Chief, the Administrative Assistant reports to a Unit Head, WFP Officer or Senior Administrative Assistant. Accountabilities: Within the assigned unit and delegated authority, the Administrative Assistant will be responsible for the following duties: Register and receive all incoming and outgoing mail; Oversee all incoming calls and visitors to the Amman, Jordan Compound; Maintain log of all incoming calls and visitors to the Amman Compound; Manage the receipt and maintain an electronic log of all goods purchased and received by the Jordan and REC EMOP’s ; Notify spending units when purchased good are received ; Oversee the release of goods to spending unit after goods receipt notes are recorded in the accounting system; Prepare monthly reconciliation of goods receipt notes, outstanding purchase orders and physical receipt of goods in the Registry office; Maintain an electronic log of incoming invoices and packages; Provide monthly reporting of incoming calls, visitors, goods and packages; Manage consolidated archiving files and documents to include indexing, physical storage and reporting; Oversee the delivery of goods, packages and mail to various units in the Amman compound; Perform other related duties; Minimum qualifications: Education: Secondary school education. Experience: At least four years of progressively responsible support work experience in general administrative work. At least one year at the G4 level or equivalent. Knowledge: Training and/or experience utilizing computers, including word processing, spreadsheet and other WFP standard software packages and systems. General knowledge of UN system administrative policies, rules, regulations and procedures in the area of administration. Language: Fluency in both oral and written communication in English/Arabic. Page 2 Expected Results: With initiative and judgment produces organized, quality technical and specialized work with well documented records and with well analyzed data; Demonstrated responsibility for completion of specialized complex processes and activities requiring some interpretation of rules and practices; Recommends an appropriate course of action to staff at various levels within assigned function; Responsibility is taken for completion of processes and delivery of consistent service. Unforeseen situations are addressed by seeking advice and guidance from supervisor, as necessary. Work is integrated with other specialists or entities; May assign work to staff in lower grades. Critical Success Factors: Identifies and resolves operational problems with substantial independence. Ability to obtain or give factual information of a non-routine nature involving interpretation of facts and requiring clarity of expression. Ability to train other staff regarding relevant work responsibilities. Ability to work in a team environment and coordinate assignments to achieve consistency in service delivery and common goals. Ability to maintain relationships and perform as a reliable service provider or partner; Ability to analyze and recommend a course of action to staff at various levels. Ability to prioritize own work and assign Work to other staff in lower grades. ORDER TO APPLY: Applications must be submitted online Application procedures: Go to: i-recruitment.wfp.org/vacancies/14-0017392 Step 1: Create your online CV Step 2: Click on “Description” to read the position requirements and “Apply” to submit your application NOTE: You must complete Step 2 in order for your application to be considered for this vacancy
Posted on: Tue, 23 Dec 2014 11:41:45 +0000
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