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Administrative Assistant Job in Kenya - NGO

World Food Programme

Vacancy Announcement WFP/08/12

Date of issue:
 23 March 2012 Deadline for application: 6 April 2012

This Vacancy is open to Kenyan male and female candidates.
Qualified female candidates are particularly encouraged to apply.

Senior Administrative Assistant 

(Travel & Protocol)

Post Grade: G6 (Fixed Term) Duty Station: Nairobi

Accountabilities: Under the direct supervision of the Administration Officer and the overall supervision of the Head of Finance and Administration, the incumbent will perform the following duties:

Major Duties and Responsibilities:

  • Brief all staff on duty travel procedures as provided in the WFP travel rules and regulations and WFP Kenya Country Office Standard Operating Procedures (SOPs), i.e. processing of travel authorizations, purchases of tickets, daily subsistence allowance (DSA), terminals, hazard, visa fees and other expenses/allowances pertaining to each respective travel.
  • Brief International staff members based in Nairobi or those with Nairobi as the Administrative Place of Appointment (APA) on protocol and VAT exemption procedures and requirements pertaining to their work and stay in Kenya
  • Supervise and assist in the monitoring, reporting and processing of relevant government permit e.g. Re-entry Permits, ID cards for UN Officials, PIN Cards and Kenyan Driving Licence. Process VAT exemptions on behalf of staff members and their dependants through the office of the Chief of Protocol, Ministry of Foreign Affairs in line with the agreement between WFP and the host country Kenya and liaise with the government officials
  • Coordinate and provide administrative support for all official Donor, Executive Director and VIP visits to the Country Office and ensure that all logistical details pertaining to each of the missions/visits are arranged, this includes chartering flights, preparing the mission schedule, notification to government, reservations for accommodation etc.
  • Prepare and update Protocol and Travel SOPs and Guidelines for WFP Kenya Country Office as a tool to be used to educate and inform WFP staff members on the government of Kenya regulations and requirements
  • Check and assist in the preparation of WINGS purchase requisition and Trip documents for International and Local Travel, Workshops and Meetings
  • Monitor and check all WFP non-food VAT exemption applications to the Ministry of Foreign Affairs and KRA to ensure prompt and effective service delivery to clients both external and internal
  • Verify Travel, Workshop, Conference etc related invoices to ensure accurate billing prior to payment authorization and identify appropriate ways to improve invoice processing to ensure prompt payment for services provided
  • Oversee and assist in the closure and clearing of outstanding balances in WFP Integrated Network Global System (WINGS) for Trip document and Administration related Purchase Requisitions for various project/budget
  • Provide training and guidance in the preparation of Trip Documents and Purchase Requisitions on the WFP Integrated Network Global System (WINGS).
  • Oversees and assist in the facilitation and processing of Entry Visa for various destinations with Embassy presentation in Kenya, application and renewal of UNLPs on behalf of staff members (KCO, APA etc), consultants and partners
  • Prepare, draft and review correspondences and reports for travel/protocol, recommend procedures that would improve and enhance adherence to WFP rules and regulations and the Kenya Country Office Standard Operating Procedures (SOPs).
  • Focal person for organization and coordination of workshops, conferences etc. Review hotels and guesthouses services to ensure that they provide quality services and ensure that contracts with various hotels utilized by WFP are in place.
  • Ensure that staff members and service providers’ vendor accounts are opened and active and that all service providers contracts are valid and in place
  • Monitor and record services provided to staff members with Nairobi as their Administrative Place of Appointment (APA), Regional Bureau, HQ and other Countries
  • Perform any other duties as may be required by the organisation.
Qualifications and Experience:
  • Education: Completion of secondary school education and holder of a Diploma in Business/Public Administration.
  • Desirable holder of a Degree from a recognized University.
  • Experience: At least five years of progressively responsible work experience, including at least three years in administrative services.
  • Knowledge: Training and/or experience utilising computers, including word processing, spreadsheet and other WFP standard software packages and systems. Knowledge of Government Protocol procedures, rules and regulations. General knowledge of UN system administrative policies, rules, regulations and procedures in the area of administration.
  • Language: Good written and spoken English and fluent Kiswahili.
  • Desirable skills: Training in the field of business/public administration, protocol, travel or related courses is desirable.
Kenyan nationals meeting the above qualifications are required to submit a covering letter quoting Vacancy Announcement No. WFP/08/12 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 –

All documents should be sent in an envelope which must be marked:

Confidential WFP/08/12 and sent 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.
WFP does not charge a fee at any stage of the recruitment process.

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