Senior Staff Assistant (008/09)

     - Receive, screen and log correspondence, reports, etc, and forward to the appropriate officer; maintain a log in system and follow up to ensure that replies are timely or that action is taken with the established deadline;

     -Prepare briefing materials for supervisor for use on official trips or special meetings;
- Screen, assess and refer telephone calls and enquires to appropriate staff; provide information on a variety of questions such as the office’s programme and activities as well as sensitive information; coordinate and expedite office wide responses to sensitive telephone and written enquires on behalf of the manager;
- Maintain the manager’s calendar and schedule appointments and meetings and make tentative appointments on his/her behalf; brief the manager on matters to be considered prior to scheduled meetings;

     -   Prepare informal translations and may act as interpreter;

     -Maintain and update the office’s filing and reference system including confidential files, performance evaluation reports, and records of disciplinary actions;

   - Take dictation and/or draft correspondence on a variety of subject matters, ensuring that spelling, punctuation and format are correct; type correspondence, documents and reports, some of which are highly confidential;

    - Identify and extract information from various sources and prepare briefing notes and/or resume for inclusion in correspondence and reports; drafts moderately complex correspondence and review all outgoing correspondence for composition and style as well as grammatical accuracy, factual correctness, and adequacy of treatment as well as adherence to WFP procedures;

    - Coordinate the secretarial services of the office, assign priorities, monitor work in progress and control deadlines; assess work performance and resolve problems;

    -Provide procedural advice to professional and train new general services staff of the office on office methods and procedures, and on the use of various computer programmes to improve the quality and efficiency of their work;

-Maintain policy, confidential and general management files;

 Only short-listed candidates meeting the required qualifications will be contacted.