Administrative Assistant At World Food Programme

Persons with disabilities and qualified women are strongly encouraged to apply.

PAM celebrates and embraces diversity.

Committed to the principle of equal opportunity for all its employees, we encourage qualified candidates to apply regardless of race, color, national origin, ethnic or social origin, genetic information, sex, gender identity and/or gender expression, sexual orientation, religion or belief, HIV status, disability.

JOB TITLE: Administrative Assistant

CONTRACT TYPE: Fixed-Term

GRADE: GS5

PLACE OF DUTY (City, Country): Kinshasa, Democratic Republic of Congo

DURATION: 12 months (with possibility of extension)

NUMBER OF POSITIONS: 1

ABOUT PAM

The United Nations World Food Programme is the world’s largest humanitarian agency fighting hunger. WFP’s mission is to help the world achieve Zero Hunger in Our Lives. Every day, WFP works around the world to ensure that no child goes to bed hungry and that the poorest and most vulnerable, especially women and children, have access to the nutritious food they need.

CONTEXT AND JUSTIFICATION OF THE POSITION:

In the Democratic Republic of Congo, in its 2021-2025 country strategic plan, the World Food Programme (WFP) plans to save lives and change the lives of populations through the implementation of crisis response and resilience interventions.

To support its Kinshasa Office, WFP is seeking an Administrative Assistant capable of assisting in the adoption and maintenance of effective administrative practices focused on the needs of service beneficiaries and the optimal use of resources. The incumbent must perform routine management support tasks in a specialized area of ​​activity to contribute to effective service delivery.

MAIN FUNCTIONS AND RESPONSIBILITIES (indicative and non-exhaustive list):

Under the general supervision of the Unit Manager or Administrative Officer, or his/her alternate, the Administrative Assistant shall assume responsibility for the proper implementation of various procedures and activities requiring some interpretation of the standard guidelines and practices available to him/her. He/she shall be able to recommend courses of action to colleagues at various levels and may assign tasks to other support staff.

The Administrative Assistant will be responsible for:

1. Gather information to include in reports, correspondence and various other documents to help other staff work effectively.
2. Answer common questions and provide timely, accurate guidance.
3. Process and manage routine administrative and financial tasks across various functional areas to contribute to effective and timely management of resources.
4. Manage and populate files and databases to ensure information is structured and easily accessible to staff.
5. Maintain relationships with various individuals by providing management assistance to facilitate the sharing of information and the delivery of services to staff.
6. Proofread reports, correspondence and various other documents, correcting them if necessary in accordance with established guidelines.
7. Contribute to the improvement of operating procedures.
8. Collect data and perform simple analyses to contribute to effective management of management information.
9. Provide guidance to less experienced colleagues to help them carry out their tasks
10. Perform any other tasks recommended by the supervisor.

QUALIFICATIONS AND EXPERIENCE

Training:

• The candidate must have completed secondary education. Possession of a post-secondary degree in the functional areas of management, customs operations, finance, economics, business administration is desirable.

Desired experience:

• Have at least five (05) years of professional experience at increasingly senior levels of responsibility with experience in the management of protocol and customs services.
• Experience in humanitarian programs.
• Have knowledge of computers (Excell, Power Point, database).

Knowledge and skills:

• Knowledge of current management practices and methods, acquired through technical training and professional experience.
• Ability to establish and maintain relationships with a variety of people to ensure effective support service.
• Ability to conduct simple data analyses and independently correct problems requiring special attention.
• Ability to monitor and record financial transactions.
• Good communication skills required to exchange information and work with people from diverse backgrounds.
• Ability to maintain confidentiality of information

Language skills:

• Proficiency (Level C) in spoken and written French
• Knowledge of English (Level B).

OUR VALUES AT PAM:

• Integrity
• Collaboration
• Commitment
• Humanity
• Inclusion