: Junior Operations Assistant

POSITION TITLE: Junior Operations Assistant
GRADE LEVEL: G3 DUTY STATION: Nairobi ORGANIZATIONAL UNIT: Somalia Country Office (FAO-Somalia) DURATION: 6 months ELIGIBLE CANDIDATES KENYANS AND SOMALI NATIONALS
ANTICIPATED START DATE: 1st January 2012

Under the overall supervision of the Officer in Charge (O.I.C.) FAO Somalia and the direct supervision of the Programme Coordinator and/or the NPO, to provide administrative and operational support in the formulation and implementation of the field programme at country office level. In particular to:

• assist to assemble into final form project documents, selected background material and ensure that agreed inputs and related specifications are properly reflected; • assist to establish and maintain up-to-date basic records required for project implementation, and reference records on directives and procedures of a technical or administrative nature relating to field operations work; reconcile operational records with other corporate records of the organization regarding personnel, budget, training, purchases, contracts and reports; • receive and review incoming mail, attach appropriate background and identify action to be taken; on own initiative or minimum instructions prepare in final form replies to correspondence on operations matters; identify non-routine matters and potential policy issues, prepare background and refer matter with relevant notes to direct supervisor; • assist to initiate and follow-up a broad variety of administrative and operational actions necessary for the timely implementation of projects, including recruitment actions, travel requests, letters of introduction/instructions, briefing schedules and procurement of equipment, works and services as well as partnership agreement (LOA and PA); • assist to liaise with field staff, HQs, Public Administrations, NGO, Counterparts on all administrative and operations matters as requested; • during the absence of the direct supervisor, take appropriate action in the day-to-day work related to project activities in line with the approved work plans; report on emergency situations and brief the direct supervisor on return; • assist to secure information on technical matters from designated subject matter officer, prepare briefs, notes and periodic reports and monitor receipt, circulation and processing of field reports; • Perform other related duties as required. Minimum requirements: • Secondary school level education - a high school completion certificate with a minimum of a grade B (plain). • Good knowledge of administration/secretarial functions, or by secretarial or general administration, initiative, • Good judgment and ability to organize office work and prepare correspondence on own initiative. • Willingness to work as a team member and attention to detail. • Good ability to use PC, word processors and other technology equipment.
• Good knowledge of the UN work system and ability to work effectively with people of different national and cultural backgrounds. • Three years of operations experience, of which at least a minimum of six months work experience with the UN. • Good working knowledge (level C) of English and knowledge of local languages. • Somalia language is an asset.

Expected Output: • Contribution to administrative and operational support to project teams based in both in Somalia and Nairobi. • All e-mails are responded to in the appropriate time. • Contribution to establish and maintain up-to-date basic records on project implementation. • Circulation of the necessary information is done and at the right time.

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