OFFICE SUPPORT ASSISTANT


The United Nations World Food Programme is seeking applications from qualified national candidates to fill the following position(s):
Post Title: Office Support Assistant
Post Grade: GS 4
Contract Type: Service Contract
Duty Station: Lusaka, Zambia
The Office Support Assistant will be mainly responsible for the following duties:
Duties and Responsibilities:
  • Ensure professional and efficient management of visitors, customers, telephone calls and messages in order to enhance information management and referral.
  • Provide secretarial and other related support services to the Country Office, in order to enhance the efficiency and effectiveness of the Office.
  • Planning and scheduling meetings and appointments for the Country Director and keeping track of meetings and events
  • Keeping the internal and external contact list up-to-date
  • Making travel, shuttle and accommodation arrangements for the Country Director and visitors
  • Providing rapid feedback to staff if further support or information is needed
  • Preparing quality minutes and action list, editing correspondence, reports, and presentations
  • Managing foreign affairs tasks and performing protocol duties such as preparing Note Verbales, Visas, and other immigration related duties
  • Act as receptionist for the office i.e. answering phone calls, keeping track of the phone calls received and following up.
  • Administrative support to the organization of conferences, workshops, retreats and other events
  • Conference room bookings (both within and outside the office)
  • Preparation of routine correspondence, letters, faxes, memoranda and reports in accordance with Zambia office SOP.
  • Maintain office files/ hard copy and electronic filing of all supporting documentation, project documents
  • Update and Maintain the invoice tracking system
  • Purchasing of the country office beverages and snacks
  • Perform other related front office and administrative duties as required
Required Skills and Experience
  • Secondary Education, Diploma in Business/Public Administration, secretarial or other fields related field
  • Fluency in oral and written English is essential
  • 4 years of relevant administrative/secretarial experience.
  • Computer literacy is mandatory. Experience in usage of computers, PowerPoint Presentation, website management and office software packages (MS Office: Word, Excel, etc.) is required.
Interested candidates meeting the requirements of the post should submit their application letter together with detailed Curriculum Vitae and/or the United Nations Personal History Form (P.11), and copies of academic and professional credentials. Envelopes should be marked as below:
CONFIDENTIAL
VA Number: 006/06/2016
The envelopes should be submitted to:
The Head of Human Resource United Nations World Food Programme Zambia P.O. Box 37726 Lusaka, Zambia. Or; delivered by hand at WFP Offices tender Box (Human Resources Unit) Plot # 10/4971, Tito Road Rhodespark,
The deadline for submission of application is 24th June 2016
Only short-listed candidates will be contacted.
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