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Business Support Assistant

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About United Nations World Food Programme

The United Nations World Food Programme (WFP) is the world's largest humanitarian Agency, fighting hunger worldwide. WFP has been working in Afghanistan since 1963. In 2014, WFP fed over 3.6 million vulnerable Afghans and our operations include: capacity building, Purchase of Progress (P4P), Food Voucher, Food for Assets, Food for Work, Food for Training, Food for Education, Mother-and-Child Health and Nutrition and Emergency Relief. WFP food assistance aims to help the most vulnerable, food insecure Afghans, including women and children, as well as families affected by conflict and natural disasters.

Job Summary

This job is based in Hear Field Office. The job holders typically provides administrative support to team and/or support a specific business stream, and report to the Head of Field Office or Programme Associate. Job holders are expected to produce organised and accurate work.

Job Details

Date Posted: 12 Jul 2018 Reference: 85608
Closing Date: 23 Jul 2018 Work Type: Full Time
Number of Vacancies: 1 Gender: Any
Functional Area: Administrative Open Ended: NO
Nationality: Afghan Salary Range: As per company salary scale
Contract Type: Service Contract Years of Experience: 3 Year(s)
Contract Duration: 12 Year(s) & 0 Month(s) Extension Possibility: Yes
Probation Period:

Duties and Responsibilities

1.Register, keep track and provide interpretation of incoming and outgoing letters, where applicable.

2.Submits draft correspondents for approval by the Head of Office.
3.Work directly with the head of office, arrange his/her appointments and prepare meeting minutes.
4. Prepare minutes of the PRC (Project Review Committee) meetings and have them minutes cleared by the chairman and signed by the participants.
5.Prepare minutes of the weekly operational meetings and the heads of units meetings;
6.Set up and manage filing systems for the head of office and programme unit.
7.Contribute to data entry with programme unit, act as back up person for APPMR and COMET systems.
8.Create Purchase Request (PR) AND Service Entry Sheet (SES) in WINGS.
9.Prepare Travel Documents (TDs) and manage procedures involved for official duties for the head of office, and the other staff whenever possible.
10.Provide revision and proof-reading services for standard documents, to contribute to the development of accurate documentation.
11.Take responsibility for the maintenance of set standard systems and files, to ensure information is accurate and readily available for the function.
12.Identify simple discrepancies in statistics and data, such as missing information, and report to senior staff in order to support clients to deliver their work.
13.Take responsibility for data integrity to facilitate availability of accurate information in corporate systems.
14.Provide guidance on routine business support methods and practices to junior colleagues to ensure services are delivered consistently and to the required standards.
15.Work with a variety of individuals, taking on feedback where appropriate to assist in business support delivery for staff.

Skills

Knowledge & Skills:

• Ability to use standard office equipment such as photocopiers and scanners.
• Knowledge of standardised business support work routines and methods.
• Knowledge of standard office software packages, e.g. Microsoft word.
• 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.

Qualifications

Education: Completion of secondary school education.

Experience: Three or more years of experience in general administrative work.

Language: Fluency (level C) in English language. Fluency in Pashto or Dari, preferably both.

Job Location

Afghanistan - Herat: PROVINCIAL CENTER (HERAT)

Education:

High School, General

Submission Guideline

Afghan Nationals meeting the essential qualifications of the position are invited to apply by submitting a letter of interest and an updated CV and P11 form. Please click on the links provided in order to submit your online application through the WFP E-recruitment portal. Please note that application submitted via email or hardcopy will not be given any consideration.

Submission Email

To apply, please click or cut and past the following link in your browser: https://career5.successfactors.eu/sfcareer/jobreqcareer?jobId=85608&company=C0000168410P&username;=

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