AVIS DE VACANCE DE POSTE INTERNE/EXTERNE
N° 012/2015
Female candidates are encouraged to apply.
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Title : Admin Assistant UNHAS
Grade : SSA 4
Type of Contract : SSA (Contrat de Louage de Service)
Duration : Contrat de Six (6) mois
Duty station : KINSHASA
Deadline : 26 May 2015
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1.0 FUNCTIONS
The Admin Assistant reports to the Admin/Finance Officer or Deputy CATO (management support) through Senior Admin Assistant and is responsible for the following:
2.0 DUTIES AND RESPONSIBILITIES
2.1 General Office Administration
a. Verify required amount of catering items for the following day flight and purchase. Prepare Bon de sortie/document for flight attendant, get signature of ATO, pack, and load them in the vehicle.
b. Handling of documents for signature between different units and follow up.
c. Assist in submitting courier between the unit and other offices/sections.
d. Set up and maintain a standard filing system for the unit.
e. Support for organization of events (training, workshop, meetings etc.).
f. Hotel booking for visitors and arrange airport pick up.
g. Arrange transport for staff movement in coordination with fleet.
h. Operate a variety of office equipment such as photocopier, facsimile, printer, scanners, and maintain supplies.
i. Coordinate for office rehabilitation and repair works to be carried out with WFP Admin Unit.
2.2 Staff Administration
a. Maintain and update staff lists and crew lists and their contacts.
b. Collate and submit attendance reports for all national staff.
c. Coordinate with the immediate supervisor and forward a global travel plan of all staff members to UNHAS finance.
d. Coordinate with HR for induction formalities of newly recruited staff and crew e.g. security briefings, issue of ID cards, receiving ICT equipment etc.
e. Preparation of booking request/CMR for UNHAS staff movement.
f. Follow up with the WFP Admin Unit for general immigration processes for staff and crew i.e. visas, notes verbales, invitation letters etc.
g. Follow up with HR on staff privileges and entitlements e.g. leave, reimbursements, overtime etc.
2.3 Office Procurement
a. Identification of purchase items and obtain proforma to facilitate procurement process.
b. Acquire proforma invoices and make minor purchases initiated from the Petty Cash account.
c. Raising all Purchase Requisitions (PR) and, if applicable, Purchase Orders (PO) for the Unit.
d. Follow up with Procurement Unit on all procurement needs.
2.4 Reports
a. Draft routine correspondence for the Unit and track reference number of the correspondence.
b. Assume the responsibilities of the Log Assistant (Stats & Reports) when s/he is absent.
2.5 General. Perform any other duties assigned.
3.0 QUALIFICATIONS/EXPERIENCE
3.1 Education
Completion of secondary school education. Training in administration, finance, communication, or related area is an advantage. Additional training in customer care, public relation or aviation related training is an asset.
3.2 Experience
At least three years of progressively responsible support work experience in general administrative work. Administration experience in aviation setting is an advantage. Knowledge of UNHAS online booking system desirable.
3.3 Language
Very good level of French (written and spoken). Good level of English (written and spoken).
3.4 Knowledge
Basic computer skill (e-mail, Word, Excel) required.
3.3 Other
Ability to work in a multicultural team environment, with high spirit of teamwork, good sense of initiative and ability to plan and follow procedures. Ability to handle a large volume of work quickly and accurately under time constraints. Courtesy, tact, and the ability to work effectively with people of different national and cultural backgrounds
Should you be interested, please send your application with a detailed CV to the attention of
WFP Representative at Kinshasa, Immeuble MIBA, Boulevard du 30 Juin or by sending an Email to [email protected]
Please quote the post title and grade on your sealed envelope.
Documents require
Application letter
A curriculum vitae
All other documents will not be considered at this level.
Please send only one application in sealed envelope or by Email
Double applications will be rejected.
Applicants will be contacted only if under serious consideration.
Kinshasa, 12 mai 2015.
PR
