WFP Staff Assistant

Post Title: Staff Assistant (1 position) – READVERTISED
Contract Type:     Service Contract (SC)
Position grade:           SB3
Duty Station:       Dili
Duration:  One year Service Contract (with 3 months SC probation period) -renewable
Deadline of Application: 14 February 2011 ( 05:00pm).
Date Issue : 7 Feb 2011

Duties/Responsibilities:
Within assigned units, the Staff Assistant will be responsible for the following duties:
·Receive, screen and log correspondence, reports, ect and forward to the appropriate officer; maintain a log in a system and follow-up to ensure that replies are timely or that action is taken with the established deadline;
·Prepare briefing materials for Country Director and Deputy Country Director for use on official trips or special meetings;
·Screen, assess and refers telephone calls and enquiries to appropriate staff; provide information on variety of questions such as the office’s programme and activities as well as sensitive information ; coordinate and expedite office wide responses to sensitive telephone and written enquiries on the behalf of the Country Director and Deputy Country Director;
·Mantain Country Director’s calender and schedule appointments and meetings and make tentaive appointments on his/her behalf; brief the Country Director and Deputy Country Director on matters to be considered prior to scheduled meetings;
·Prepare informal translations and may act as interpreter;
·Maintain and update office’s filing and reference system including confidential files, performance evaluations reports, and records of disciplinary actions;
·Take dictation and/or draft correspondence on a variety of subject matters, ensuring that spelling, punctuation and format are correct, type correspondence, documents and reports , some of which are highly confidential;
·Identify and extract information from various sources and prepare briefing notes and/or resume for inclusion in correspondence and reports; drafts moderately complex correspondence and review all outgoing correspondences for composition and style as well as grammatical accuracy, factual correctness, and adequacy of treatment as well as adherence to WFP Procedures;
·Coordinate the secretarial services of the office , assign priorities, monitor work in progress and control deadlnes; assess work performance and resolve problems;
·Maintain policy, confidential and general management files;
·Provide and facilitate all staff in the administration areas such as travel arrangements (visas, airport pick-up, air and hotel bookings), Administration arrangements ( pouch, registration invoice, arrange WFP trainings/workshops etc & perform other related duties as required.

Qualifications:
Secondary School education.

Required experience:
§5 years of experience in related field work.
§Fluency in both oral and written English and knowledge of local languages.
§Microsoft Excel, Power Pointy and Word skills are required; Skills in data base design and management as well as a basic understanding of statistics will also be a strong advantage.

Qualified candidates are requested to quote the Vacancy Number on the envelopes and send or hand deliver their application letter, enclosing their updated CVs together with copies of academic andprofessional certificates, names and addresses of three referees to:
Human Resources Unit, World Food Programme
Rua Balide, Mascarenhas,  P.O. Box133, Dili, Timor Leste.

Post is open only to national of the country. Only short-listed candidates will be contacted.

WFP GIVES AN EQUAL OPPORTUNITY TO ALL GENDER OR EMPLOYEE