Business Support Assistant-Front desk registry

--Mogadishu, Somalia--

Job Title: Business Support Assistant-Front desk registry

Contract Type/Grade: G3

Duty Station: Mogadishu, Somalia Contract

Duration: 1 year (Initial)

Closing Date: 19th, June, 2024

What will you do?

  • Collect, sort, and disseminate correspondence, reports, and other material to meet the required demands of staff to time standards.
  • Contribute to the development of a tagging and filing system, using international and national good practices, to ensure that the contents of the scanned files are easily accessible and retrievable.
  • Contribute to the development of the archiving database.
  • Random checks to ensure the accuracy of scanned images and the tagging and devise measures to ensure accuracy of scanned documents and tagging.
  •  Prepare record-keeping systems and procedures for archival research and for the retention or destruction of records.
  • Support the maintenance of office files, documents, and records in accordance with established systems and processes so that information is current and readily available for staff. 
  • Undertake standard data entry tasks in accordance with defined systems, to ensure information is organized and readily available for the business team.
  • Provide a set of standard business support activities, where required, to contribute to the effective functioning of business operations.
  • Welcoming and assisting visitors in a friendly and professional manner.
  • Keeping the reception area tidy and observing professional etiquette.
  • Handling basic inquiries and sorting incoming and outgoing mail and packages.
  • Providing administrative support to other units as needed.
  • Develop and maintain good working relationships with the Clients (WFP Staff).
  • Performing other administrative tasks, if required.

Do you meet the minimum requirements?

Education:

  • Completion of secondary school education or university degree (Diploma/bachelor's degree) in a relevant

field.

Experience:

  • Minimum of 3 years of relevant experience with secondary certificate or 1 year of experience with university degree in general administrative work within Government Institutions, UN environment, international Organization, or private sectors.

Languages:

  • Intermediate level in oral and written communication in English and fluency Somali

Are you competent for this job? Do you have?

  • Knowledge of standardized business support work routines and methods.
  • Uses tact and courtesy to give and receive information with a variety of individuals.
  • Good attention to detail in order to identify data discrepancies.
  • Ability to work to deadlines and follow clear instructions.
  • Exceptional ability to create a welcoming environment.
  • Ability to observe business etiquette and maintain a professional appearance.
  • Experience working with word processing, spreadsheets, and emails, including Microsoft Word, Excel, and Outlook Express.
  • Working knowledge of printers, copiers, scanners, and fax machines.
  • Excellent interpersonal and communication skills.
  • Ability to maintain accurate and precise records.
  • High sense of responsibility and punctuality.
  • Honesty and integrity.
  • Ability to communicate clearly both orally and in writing.
  • Ability to work in a multicultural environment.