UN
World Food Programme – Somalia
Vacancy Announcement No.VA-020/2016
Vacancy Announcement No.VA-020/2016
Position
No. 16-0021682
Post
Title: Aviation
Business Support Assistant
2
Positions
Contract
type: Service
Contract
Post
Grade: SC3
Duration: One year (Initial)
Organizational
background: The
World Food Programme Somalia activities include food assistance for relief,
emergency school feeding, humanitarian air and logistics services, food
coordination and emergency rehabilitation projects.
This position is open to qualified Somalia candidates.
Female
candidates in particular, are encouraged to apply.
Major Duties and Responsibilities:
Under
the direct supervision of the Senior Logistic Assistant- Air Operations and the
overall supervision of the Air Transport (Aviation) Officer, the incumbent will
be responsible for the following duties:-
- Provide
inputs to the EFMA, including passengers/cargo bookings, flights’ actual
check-in data- in line with applicable instructions. Extract manifests and
DFS from EFMA;
- Plan
and perform, in accordance with applicable procedures and regulations,
check-in at the airport and boarding at the ramp, communicate and provide
to the crew all relevant information and paperwork required for the
flight;
- Monitor
and conduct, when required, security screening of all UNHAS passengers,
cargo, and luggage. Coordinate with airport security, crew and supervisor
any observed issues and concerns related to AVSEC;
- Liaise
with handling company and other airport services to ensure they provide
services in a good, timely and safe manner. Supervise work of service
providers;
- Communicate
with the Aviation staff at other destinations to make sure relevant
information is shared;
- Communicate
with Airport Authorities on the matters related to day to day air
operation and with Civil Aviation Authorities when directed so by
supervisor;
- Manage
inbound and transit flights including directions to passengers,
acceptance/handling of cargo, luggage and pouch, documents processing,
de-briefing with the crew;
- Prepare
a variety of reports such as daily flight reports, monthly reports, fuel
reports, received cargo and pouches records;
- Cross-check
monthly invoices received from service providers and authorities for
accurateness;
- Report
without delay to Air Transport (Aviation) Officer any operational
non-compliances, as well as observed hazards to aviation safety;
- Extract
and input data from various sources in administrative, human resource,
procurement, logistics and other WFP corporate systems;
- Respond
to a variety of enquiries from staff as appropriate and provide timely and
accurate service to clients;
- Provide
business support activities and routine correspondence;
- Operate
a variety of office equipment such as photocopier, facsimile, printer,
scanner; Make photocopies and packages of materials for meetings as
required;
- Undertake
standard data entry tasks in accordance with defined system, to ensure
information is organised and readily available for the business team.
- Collect,
sort and distribute/transmit correspondence, reports and other material as
appropriate;
- Provide
assistance to all staff on services such as document retrieval and
inventory. Maintain working desks and folders in order;
- Set
up, classify and maintain unit files, including but not limited to booking
files, fuel receipts, daily flights file;
- Perform
other related duties as required.
Minimum
Qualifications:
Education: Secondary school education.
Experience: At least three years’ experience in support functions. Proven
experience in keyboard skills and knowledge of simple record-keeping procedures
would be an added advantage.
Language: Fluency in both oral and written communication in Somalia and
English is a requirement.
Knowledge:
- Experience
utilizing computers, including word processing, spreadsheet and other WFP
standard software packages and systems.
- General
knowledge of WFP administrative policies, rules, regulations and
procedures in the area of work would be desirable.
How to
Apply
Interested
and qualified candidates are requested to submit online applications only
according to the following procedures:
- Go
to: http://i-recruitment.wfp.org/vacancies/16-0021682
- Step
1: Create your online CV.
- Step
2: Click on “Description” to read the position requirements and “Apply” to
submit your application.
- Note:
You must complete Step 2 in order for your application to be considered
for this vacancy.
Date
of issue: 5th July
2016
Closing Date: 18th July 2016
Applications that do not meet the above requirements will be disregarded.