Friday, October 19, 2012

World Food Program (WFP) Executive Assistant Job Vacancy in Kigali, Rwanda

World Food Program - Rwanda CO
VACANCY ANNOUNCEMENT: Staff (Executive) Assistant
The Office of World Food Program (WFP) Rwanda, wishes to recruit a candidate to fill the following vacancy:
Title: Staff Assistant (Executive Assistant)
Level: GS-5
Type of Appointment: Fixed-term appointment (FTA)
Duration: 1 year (renewable based on satisfactory performance and availability of funding )
Unit: Country Director's Office
Duty Station: Kigali
Date of publication: 12 October 2012
Date of closure: 26 October 2012
Under the direct supervision of the Country Director (CD). The Staff (Executive) Assistant will perform the following duties:
  • Maintain the CD´s schedule of appointment, and meetings;
  • Maintain and update office tiling and reference systems;
  • Keep a lip-to-date contact list of all WFP partner institutions, organizations and agencies;
  • Draft CDs correspondence and type documents and reports in English and/or French and ensure follow up;
  • Receive, screen and record correspondences, reports and follow-up for timely responses and action;
  • Handle with discretion confidential matters, notes and materials provided to or by the CD:
  • Make travel arrangement for the CD and serve as the travel focal point for the CD unit (prepare Purchase Requests and Purchase orders);
  • Assist WFP Senior visiting Officials on protocol matters;
  • Identify and extract information from various sources and prepare relevant briefing notes and review all correspondences submitted to the CD by other units for coherence, consistency and style;
  • Organize meetings, take notes and prepare minutes;
  • Prepare informal translation or editing work and act as an interpreter, when required;
  • Perform any other related duties, as may be required by Management.
Education: An Al Certificate (Diploma) in Secretariat, office and/or business management from recognized learning institutions. A university degree in English Literature, Office Administration, Communication or Law will be an added advantage.
Experiences: A minimum of five years of progressively responsible clerical and administrative experience, including at least three years as Executive Assistant or Senior Secretary to a high level manager in the Private Sector, Government, NGO and/or United Nations Agencies is required.
Knowledge: Excellent working knowledge of Microsoft Office standard applications
Critical success factors: Sound judgment, ability to deal patiently and tactfully with high level partners, ability to timely complete given assignments with minimum supervision; ability to work with accuracy under time constraints and pressure. Excellent verbal and \'written communication skills, attention to details and a ´´can do´´ attitude.
Language Requirements: Exceptional oral and written communication skills in English. French and Kinyarwanda, with ability to communicate clearly and persuasively, interpret documents, understand procedures, draft correspondences, minutes and reports, and speak clearly to third parties and employees.               
How to apply:
An application letter accompanied with a detailed CV including at least names, telephone numbers, email addresses (if any) of 3 work referees should be addressed to WIT Representative and Country Director and submitted to WFP Representative Country Office reception, Somme Compound, Kicukiro, no later than Friday 26 October 2012 at 12:00 pm. Candidates are requested to enclose photocopies of degrees, diplomas, certificates and Rwandan national ID. Please put both the vacancy notice number and post title on the envelope.
  • Candidates must provide a photocopy of their Rwanda National Identity Card.
  • The Originals of the submitted documents will be required before any final decision is made.
  • Applications without all the above requirements will not be considered.
  • All application materials will not be returned.
  • Please note that only short-listed recommended candidates meeting the required qualifications will be contacted.        
Approved by:
Abdoulaye BALDE
WFP Representative & Country Director
Kigali - Rwanda


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