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.
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 – http://www.unon.org/docs/P11.doc.
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.
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 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.
