Business Support Assistant (Archiving, Registry & Reception) - SC3 - Mogadishu

Vacancy Announcement No: JR113015

Job Title: Business Support Assistant (Archiving, Registry & Reception) - SC3

Contract Type/Grade: SC 3

Duty Station: Mogadishu

Contract Duration: 6 months-Renewable.

Date of Issue: 9th June 2025      | Closing Date: 13th  June 2025

KEY ACCOUNTABILITIES (not all-inclusive, within delegated authority)

•      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.

•      Maintain accurate, accessible records both electronic and physical.

•      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.

•      prepare record-keeping systems and procedures for archival research and for the retention or destruction of records.

•      Assist in the development and maintenance of the archiving database.

•      Conduct random checks to verify the accuracy of scanned/tagged records and implement improvements.

•      Prepare and implement record-keeping systems and procedures for retention and destruction of records.

•      Welcome and assist visitors in a friendly, professional manner and help them reach relevant staff.

•      Keeping the reception area tidy and observing professional etiquette.

•      Handling basic inquiries and sorting incoming and outgoing mail and packages.

•      Manage the front desk area ensuring cleanliness and observance of professional etiquette.

•      Collect, sort, and disseminate correspondence, reports and other material to meet the required demands of staff to time standards.

•      Develop and maintain good working relationships with the Clients (WFP Staff).

•      Ensure proper storage and preservation of perishable or sensitive documents.

•      Undertake standard data entry tasks to organize and provide access to information.

•      Ensure timely and appropriate disposal of obsolete records as per WFP policies.

•      Foster and maintain effective relationships with staff and stakeholders.

•      Perform other administrative and support tasks as assigned by the supervisor

Education: Completion of Secondary school Education OR University Degree/ Diploma in Social Sciences, International Development, Business Administration, or a related field.

Experience: At least three (3) years of relevant work experience with a Secondary School Certificate, or a University Degree (Diploma/Bachelor’s) with a minimum of one (1) or more years of relevant experience in general administrative work.

Language: Fluent knowledge (proficiency/level C) of English and Somali language.

Knowledge & Skills:

•       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.

This position is open for qualified Somali national candidates Only. Female candidates are highly encouraged to apply. WFP offers female friendly spaces in the workplace.

Interested and qualified candidates are requested to submit online applications through Workday using the link below:

•       External Applicants: Click here!

•       Internal Applicants: Click here!

Applications that do not meet the above requirements will be disregarded. Only shortlisted candidates will be contacted.

WFP seeks applicants of the highest integrity and professionalism who share our humanitarian principles. WFP is an equal opportunity employer, and we are committed to promoting diversity and gender balance.

Selection of candidates is made on a competitive basis.

WFP does not charge any application fees to candidates.

@WFPSomalia