Assistant/assistante de Gestion (receptionist) G3, Port Au Prince, Haiti

Organizational Context

The World Food Programme (WFP) is the world's largest humanitarian organization, dedicated to saving lives and building a pathway to peace and prosperity. In Haiti, WFP has been providing vital assistance for decades, supporting millions of vulnerable people through emergency food and cash, school feeding, nutrition, and resilience-building programs. The Haiti Country Office operates in a complex environment, playing a central role in the national humanitarian response.

Job Purpose

The Assistant/Assistante de gestion (Receptionist) G3 will provide essential administrative support to ensure the smooth functioning of the WFP Haiti Country Office. This role is crucial for maintaining efficient operations by managing incoming and outgoing communications, responding to routine inquiries, and supporting staff with various administrative tasks. The incumbent will be responsible for collecting, sorting, and distributing mail and documents, ensuring timely delivery and adherence to deadlines. They will also assist in managing office records, maintaining up-to-date files, and performing data entry to ensure information is organized and accessible. Additionally, the role involves supporting travel arrangements and event organization, contributing to the overall effectiveness of the office and enabling staff to perform their duties efficiently in a complex humanitarian setting.

Responsibilities

The primary responsibilities of this role involve providing comprehensive administrative support to ensure the efficient operation of the office and effective support for personnel. This includes the meticulous collection, sorting, and distribution of mail, reports, and other essential documents, adhering strictly to established deadlines. The position requires responding to common inquiries and escalating complex issues to higher levels when necessary, ensuring timely and reliable service delivery. A key duty is the proofreading of documents, such as standardized reports and correspondence, to maintain accuracy in written communications. The role also encompasses assisting with travel arrangements and event organization to facilitate staff productivity. Furthermore, it involves managing office files, documents, and archives according to established systems and procedures, ensuring information is current and readily accessible. Data entry tasks are also a significant component, performed in accordance with defined systems to keep information organized and accessible for the management team. This role is crucial for maintaining smooth administrative workflows and supporting the overall effectiveness of the team.

Work Experience

The role requires the completion of secondary education and at least three years of administrative work experience. Candidates should possess proficiency with standard office equipment, knowledge of standard administrative practices, and familiarity with common office software like Microsoft Word. The ability to communicate tactfully, pay attention to detail, meet deadlines, and follow instructions is also essential.

Skills

Administrative Support, Document Management, Data Entry, Travel Arrangements, Event Organization, Communication, Attention to Detail, Meeting Deadlines, Following Instructions, Office Equipment Operation, Standard Office Software Proficiency, Interpersonal Skills, Tact and Courtesy

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