The United Nations World Food Programme (WFP) in Mozambique wishes to recruit qualified and experienced Mozambican nationals for the role of Staff Assistant (Secretary), to be based in Pemba.
Duties
Under the direct supervision of the Head of Sub-Office, the Staff Assistant will be responsible for the following duties:
- 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 established deadline
- Screen, assess and refer telephone calls and enquires to appropriate staff; provide information on a variety of questions such as the division’s programme and activities as well as sensitive information
- Coordinate and expedite office wide responses to sensitive telephone and written enquires on behalf of the manager
- 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 and update the office’s filing and reference system including confidential files, performance evaluation reports, and disciplinary actions
- Identify and extract information from various sources and prepare briefing notes and/or resume for inclusion in correspondence and reports; draft moderately complex correspondence and 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 on office methods and procedures, and on the use of various computer programmes to improve the quality and efficiency of their work
- Maintain attendance and leave records of staff in the office
- Perform other related duties as required
Requisites
Education
- Three-year post secondary school diploma in secretarial studies, administration, management or law
Experience
- At least 1 year of professional experience in Secretarial work, Administration, or Management or closely related fields
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.) are required and knowledge of database packages would be an asset
Skills
- Ability to handle a large volume of work quickly and accurately under time constraints. and pressure
- Sound judgment; ability to extract, interpret, analyze and format data and to resolve operational problems
- Capacity to work with a minimum of supervision; and to work effectively with people of different national and cultural backgrounds
- Ability to deal patiently and tactfully with staff members and others, to have and a high sense of confidentiality, accountability, initiative and good judgment
- Training and user support skills
- To maintain an accurate data system updated and precise records
- Courtesy, tact and ability to work effectively with people of different national and cultural backgrounds
- Excellent communications skills, including good draft correspondence in both English and Portuguese
Language
- Excellent command of English and Portuguese is required
- A working knowledge of Macua or Maconde is required
Notes
- WFP regrets its inability to respond individually to each applicant. Only shortlisted and recommended candidates will be contacted
- WFP will not return submitted documents. Applicants are therefore advised to submit only copies of requested documents
How to Apply
1. Documentation
- Letter of application
- Detailed and updated CV
- Copies of university or college certificates
- Copy of the identification card
- Three references with their names, title and contact details (physical address, email address and cell number)
2. Application
- Submit your Documentation in a sealed envelope marked "Confidential" with the Vacancy Number "22/2014" to the following address: WFP Representative and Country Director - World Food Programme - 1302, Zimbabwe Avenue - Maputo