Administrative Assistant

Job Posting Organization:
The World Food Programme (WFP) is the world’s largest humanitarian organization, established to save lives in emergencies and to use food assistance to build pathways to peace, stability, and prosperity for people recovering from conflict, disasters, and the impacts of climate change. WFP operates globally, with a mission to ensure that no one goes hungry. The organization is committed to diversity and equal employment opportunities, encouraging qualified candidates from all backgrounds to apply. WFP has a diverse workforce and is dedicated to creating an inclusive environment where everyone can thrive. The organization has received numerous accolades, including the Nobel Peace Prize in 2020, highlighting its commitment to humanitarian efforts and global security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security. WFP employs thousands of individuals across various countries, working collaboratively to deliver effective humanitarian assistance to millions of people worldwide. For more information, visit their website at https://www.wfp.org.

Job Overview:
The Administrative Assistant position at WFP involves providing essential support to ensure the smooth operation of business functions within the organization. The role is crucial for maintaining effective communication and organization within the office. The Administrative Assistant will be responsible for collecting, sorting, and disseminating correspondence and reports, responding to routine queries, and proofreading documents to ensure accuracy. This position requires a proactive approach to support staff in their daily tasks, including making travel arrangements and organizing events. The Administrative Assistant will also be tasked with maintaining office files and records, ensuring that information is current and accessible. This role is vital for the effective functioning of the business operations at WFP, contributing to the overall mission of the organization to provide humanitarian assistance.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include:

• Collecting, sorting, and disseminating correspondence, reports, and other materials to meet the demands of staff in a timely manner.
• Responding to routine queries and escalating issues when necessary to provide accurate and timely service to clients.
• Proofreading written documents, such as standard reports and correspondence, to ensure the accuracy of information developed by staff.
• Providing a set of standard business support activities to contribute to the effective functioning of business operations.
• Making travel arrangements and supporting events to facilitate staff work.
• Maintaining office files, documents, and records in accordance with established systems to ensure information is current and readily available.
• Undertaking standard data entry tasks to ensure information is organized and accessible for the business team.
• Utilizing standard office equipment and software to perform tasks efficiently.
• Demonstrating good attention to detail to identify discrepancies in data and ensuring compliance with deadlines and instructions.

Required Qualifications:
The required qualifications for the Administrative Assistant position include:

• Completion of secondary school education.
• A minimum of three years of experience in general administrative work.
• Proficiency in using standard office equipment such as photocopiers and scanners.
• Familiarity with standardized business support work routines and methods.
• Knowledge of standard office software packages, particularly Microsoft Word.
• Strong communication skills, with the ability to interact tactfully and courteously with a variety of individuals.
• Excellent attention to detail to identify data discrepancies and ensure accuracy in documentation.
• Ability to work effectively under pressure and meet deadlines while following clear instructions.

Educational Background:
The educational background required for this position is the completion of secondary school education. This foundational education is essential for understanding the administrative tasks and responsibilities associated with the role. Additional certifications or training in office administration or related fields may be beneficial but are not explicitly required.

Experience:
Candidates should possess a minimum of three years of experience in general administrative work. This experience should demonstrate the ability to handle various administrative tasks efficiently, showcasing skills in organization, communication, and problem-solving. Experience in a humanitarian or international organization may be advantageous but is not mandatory.

Languages:
Fluency in English (level C) is mandatory for this position. This proficiency is essential for effective communication within the organization and with external stakeholders. While English is the primary language required, knowledge of additional languages may be considered an asset but is not specified as a requirement.

Additional Notes:
This position is open exclusively to Sierra Leone Nationals, and qualified female candidates are encouraged to apply. The role is full-time, and WFP offers a competitive compensation package that will be determined based on the contract type and the selected candidate’s qualifications and experience. The organization is committed to providing reasonable accommodations for individuals with disabilities throughout the recruitment process. Candidates are advised to ensure their application profiles are accurate and complete, including employment records, academic qualifications, and language skills. Only shortlisted candidates will be contacted, and all employment decisions are made based on organizational needs, job requirements, merit, and individual qualifications.