Administrative Assistant

Job Posting Organization:
The World Food Programme (WFP) is the world’s largest humanitarian organization, dedicated to saving lives in emergencies and using food assistance to build pathways to peace, stability, and prosperity for people recovering from conflict, disasters, and the impacts of climate change. Established in 1961, WFP operates in over 80 countries, employing thousands of staff members who are committed to the mission of alleviating hunger and improving nutrition. WFP's core values include Integrity, Collaboration, Commitment, Humanity, and Inclusion, which guide its operations and interactions with partners and beneficiaries. The organization has received numerous accolades, including the Nobel Peace Prize in 2020, recognizing its efforts in combating hunger and fostering peace. WFP is committed to diversity and equal employment opportunities, encouraging candidates from all backgrounds to apply.

Job Overview:
The Administrative Assistant position at WFP involves a variety of administrative and financial tasks aimed at supporting the effective management of resources within the organization. The role requires gathering information to assist in drafting documents and preparing reports, responding to client queries, and managing routine administrative functions. The successful candidate will be responsible for maintaining standard systems and files, ensuring data integrity, and providing guidance to junior colleagues. The position also includes acting as a focal point for travel and guest house management, organizing events, and supporting fleet management. This role is crucial for ensuring that the administrative processes run smoothly, allowing WFP to focus on its humanitarian mission. The candidate will work closely with various stakeholders, contributing to a collaborative and efficient work environment.

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

• Gathering information to support the drafting of documents and reports.
• Responding to queries and escalating issues as necessary to provide timely and accurate service to clients.
• Supporting the processing and management of routine administrative and financial tasks across various functional areas.
• Providing revision and proofreading services for standard documents to ensure accuracy.
• Maintaining standard systems and files to ensure information is readily available.
• Identifying discrepancies in statistics and data and reporting them to senior staff.
• Ensuring data integrity in corporate systems.
• Offering guidance on routine business support methods to junior colleagues.
• Acting as the Travel Focal Point for guest house/hotel reservations and processing trip documents. 1
• Managing guest house bookings, invoicing, and supplies. 1
• Supporting fleet management and staff transportation. 1
• Assisting in the organization of events, workshops, and training sessions. 1
• Performing any other duties as directed by the supervisor.

Required Qualifications:
The position requires the following qualifications:

• Completion of secondary school education or a university degree in Business/Public Administration, Finance, Management, or a related field.
• At least four years of relevant work experience with a secondary school certificate, or a minimum of two years of experience with a university degree.
• Proficiency in English and Somali languages (level C).
• Preferred experience in UN organizations and guest house management.
• Proficient in office equipment and software, particularly Microsoft Word.
• Knowledge of work routines and methods to complete processes with minimal supervision.
• Strong interpersonal skills to communicate effectively with a diverse range of individuals.

Educational Background:
Candidates must have completed secondary school education or possess a university degree in a relevant field such as Business, Public Administration, Finance, or Management. This educational background is essential for understanding the administrative and financial tasks associated with the role.

Experience:
The role requires a minimum of four years of relevant work experience for candidates with a secondary school certificate. For those with a university degree, at least two years of experience in management services or related fields is required. This experience should ideally include administrative support, financial management, and familiarity with UN operations.

Languages:
Fluency in English and Somali is mandatory for this position, with proficiency at level C in both languages. This is essential for effective communication within the organization and with external stakeholders. Additional language skills may be advantageous but are not required.

Additional Notes:
This position is open exclusively to qualified Somali national candidates, with a strong encouragement for female candidates to apply. WFP Somalia promotes female-friendly spaces in the workplace. The role is full-time, and the organization offers an attractive compensation package, which will be detailed in the Terms and Conditions section of the vacancy announcement. WFP is committed to providing reasonable accommodations for individuals with disabilities throughout the recruitment process. All applications must be submitted through the online recruitment system, and candidates are advised to ensure their profiles are complete and accurate before applying.