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World Food Programme Snr. Administrative Assistant, Aviation Safety Unit Job in Nairobi Kenya

World Food Programme Vacancy Announcement WFP/14/10
Deadline for application: 24 August 2010
This Vacancy is open to Kenyan male and female candidates.
Qualified female candidates are particularly encouraged to apply.
Job Title: Snr. Administrative Assistant, Aviation Safety Unit 
Post Grade: 
G6 – Fixed Term
Duty Station: Nairobi
Under the supervision of the Regional Aviation Safety Officer, the incumbent will be responsible for the following duties:
Major Duties and Responsibilities:
  • Guide, train and supervise staff engaged in the different administrative services including statistics, finance, programme, human resources activities and/or other related areas requiring extraction, input and review for accuracy of data from various sources and action to correct, as necessary;

  • Supervise operations of a specialised unit engaged in different administrative tasks including screening, indexing, classifying, storing and disseminating information and/or reports and material ensuring conformity with relevant procedures and integrity;
  • Maintain a selected number of administrative control records, and automated reports related to travel, insurance, logistics, audit, investigations, budget and other;
  • Process and approve delegated administrative actions in accordance with WFP rules and regulations;
  • Brief/debrief and inform staff including rules and regulations, policies and practices and documentation required to their specific area of responsibility;
  • Prepare and collaborate in the production of reports including the production of forms, tables and charts providing details on the area of activity;
  • Respond to complex queries from a variety of sources by producing targeted information or by re-directing to the most appropriate source;
  • Draft and review correspondence or information material relevant to the area of work;
  • Advise and assist senior staff in the area of administration;
  • Evaluate, develop, and recommend procedures. Participate in discussions on new/revised procedures and practices; interpret and assess the impact of changes and makes recommendations on follow up actions;
  • May undertake field missions to or maintain contacts with the Programme’s field offices to provide administrative assistance and guidance;
  • Perform other related duties as required.
Qualifications:
  • Secondary school education.
  • Training in administration and/or supplemented by commercial or related courses in aviation safety.
Desirable:
  • University degree in commerce, finance or related field.
  • Course completion in the field of Aviation Human Factors, Safety Management System and Occurrence Reporting data bases.
  • Proficiency in a second official WFP language.
Experience and Skills:
  • At least five years of progressively responsible work experience in general administrative work including at least three years in administrative services (i.e. finance, accounting, budget, human resources, travel, procurement, audit and/or other related field), and minimum one year of experience working with and processing aviation safety data in an aviation environment.
  • Sound judgement; ability to extract, interpret, analyse and format data and to resolve operational problems.
  • Ability to work with minimum of supervision; to supervise and train support staff; and to work effectively with people of different national and cultural backgrounds.
  • Ability to work with accuracy under time constraints and pressure; to deal patiently and tactfully with staff members and others and to have a high sense of confidentiality, initiative and good judgement.
  • The incumbent will be expected to produce well organised reports and/or records, put together independently with only general guidance.
Knowledge:
  • Experience utilising computers, including word processing, spreadsheet, databases and other WFP standard software packages and systems.
  • General knowledge of aviation operations and safety and UN system administrative policies, rules, regulations and procedures.
Languages: Excellent written and spoken English, good spoken Kiswahili.
Kenyan nationals meeting the above qualifications are requested to submit a covering letter quoting Vacancy Announcement No. WFP/14/10 with their updated Curriculum Vitae, copies of certificates and name, title and e-mail address of three referees.
Candidates should also complete a Personal History form (P.11) available on the following link -http://www.unon.org/docs/P11.doc.  All documents should be sent in an envelope marked CONFIDENTIAL
VA/14/10 and mailed to:-
Human Resources Officer
World Food Programme
P.O. Box 44482
Nairobi 00100
Applications must be received by the deadline.
Late applications will not be considered.
Only short-listed candidates meeting all essential qualifications will be contacted

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