Office Assistant (Logistics Unit – Transport) NGO Jobs Kenya

Office Assistant (Logistics Unit – Transport) NGO Jobs Kenya

WORLD FOOD PROGRAMME

VACANCY ANNOUNCEMENT WFP/17/10

Date of issue: 13 September 2010 Deadline for application: 24 September 2010

This Vacancy is open to Kenyan male and female candidates. Qualified female candidates are particularly encouraged to apply.

Job Title: Office Assistant (Logistics Unit – Transport) Duty Station: Mombasa
Post Grade: G3 (Service Contract)

Accountabilities:
Under the direct supervision of the section head (or as otherwise advised) , the incumbent will perform the following duties:-
* Receive, inspect and validate truck lists to facilitate speedy authorisation for loading by the section head.
* Ensure each truck list contains all requisite information for a smooth and efficient dispatch process.
* Promptly send to appointed C/F agents, authorised truck lists for prompt processing of transport customs documents for export or transit cargoes and or to facilitate entrance into port.
* Ensure transporter representatives collecting authorised truck lists are fully briefed on location of cargo, urgency of uplift, type of trucks to be used etc.
* Always reconfirm cargo readiness status with the warehouse colleagues prior to presenting truck lists for authorisation so as to ensure transporters encounter minimum delays and bottlenecks.
* Guide and direct transporters on dispatch priorities and balanced food basket for each project and destination so as to ensure timely food distributions at receiving end.
* Maintain a structured filing system/archive (both electronic and hard copy backup) to all authorised truck lists per landside transport instruction (LTI).
* Recognise and bring data discrepancies to the attention of the appropriate supervisor and/or officer.
* Ensure full compliance with applicable load limit restrictions when reviewing documents presented by transporters.
* Keep abreast of statutory regulation changes and developments that affect the transport industry.
* Maintain a log of transporters’ non-conformances to assist in preparation of evaluation reports for contracted transporters.
* Perform other transport related duties such as creation of Landside Transport Instruction (LTI), follow up with transporters etc as required.
* Respond to a variety of enquiries from staff in the section and elsewhere in the Programme and supply readily available information from office files, databases, liaising with other offices as appropriate.
* Assist in the preparation of administrative reports; draft routine correspondence; correct texts or data.
* Receive telephone calls and transport office visitors and refer them appropriately or reply personally to queries when possible.
* Perform any other related duties as required.

Qualifications and Experience:
Education: Successful completion of secondary school education (KCSE). Experience utilising computers, including MS Office (particularly Excel and Word), spreadsheets and other software packages

Experience: At least two years’ experience in support functions, including keyboarding skills and knowledge of simple record keeping procedures.

Skills: Ability to utilise computers; ability to handle a large volume of work quickly and accurately under time constraints. Ability to maintain accurate and precise records; ability to draft correspondence and to write and spell correctly. Courtesy, tact and ability to work effectively with people of different national and cultural backgrounds.

Language: Proficiency in written and oral English and good spoken Kiswahili.

Kenyan nationals meeting the above qualifications are requested to submit a covering letter quoting Vacancy Announcement No. WFP/17/10 with their updated Curriculum Vitae, copies of certificates and name, title and e-mail address of three referees. Candidates should also complete a Personal History form (P.11) available on the following link – http://www.unon.org/docs/P11.doc. All documents should be sent in an envelope which must be marked:

CONFIDENTIAL
VA/17/10 and sent to:-
Human Resources Officer
World Food Programme
P.O. Box 44482
Nairobi 00100

Applications must be received by the deadline. Only short-listed candidates meeting the required qualifications and experience will be contacted.

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