Administrative Assistant

The United Nations World Food Program (WFP) is the largest humanitarian agency fighting hunger in the world. In Colombia, the support that WFP provides to the national government responds to Sustainable Development Goals (SDG) 2 and 17 by using innovative tools such as cash transfers and local food purchases through farmers’ associations. WFP activities in Colombia focus on the most vulnerable populations, including victims of violence, marginalized communities and ethnic groups. The objective is to rebuild and strengthen their sources of livelihood, ensuring that they have adequate access at all times to nutritious and diverse diets and increasing their capacity to recover and adapt to climate changes. This is done progressively through the development of the capacities of local authorities to implement responsible programs that contribute to reducing food insecurity and malnutrition.

The strategic orientation and activities proposed in the Country Strategy respond to sustainable development goals (SDG) 2 and 17 and the challenges currently faced by the most vulnerable populations and local governments in Colombia. The Country Strategy contributes to the construction of peace, reintegration and improvement of the livelihoods of the most vulnerable people.

Under the direct supervision of the Administrative Associate, will be responsible for efficiently supporting all general administrative and operational processes, necessary to support the operation through the optimal use of available resources under the principles of participation, respect , coexistence, equality and gender equity.

MAIN RESPONSIBILITIES (indicative and non- exhaustive list):

• Record, manage and maintain digital records of administrative documents, in accordance with established procedures, to ensure quick and easy access to data as needed. Analyze corporate transactions and systems, allowing the design of reports, data analysis and processes, with the purpose of improving efficiency and control of operations. Analyze existing procedures, detect flaws in controls, propose improvements.
• Be the focal point of the administrative area for the corporate system concerning the area of ​​its management, in addition, provide advice on the area processes related to the aforementioned system. In addition, act as a backup covering the absences of the Travel focal point. Provide guidance to colleagues in head office and other field offices and staff on service management issues in their area of ​​responsibility.
• Coordinate the provision of national and local mail service, within the framework of the contract that the Organization has for this purpose. Verify the collection relationship and ensure that the amount to be paid is correct. Manage claims that arise within the provision of the service and ensure compliance with the provisions of the Contract.
• Prepare relevant documents for maintaining, updating or creating new contractual Agreements (Expressions of Interest, Terms of Reference, Service Evaluations, etc.). Propose improvements from an administrative point of view and provide support as necessary so that the Corporate Contract Management Platform remains updated.
• Support the competitive Micro purchasing processes required in the Central Office. Support in the preparation of Purchase Orders / Purchase Requisitions and other internal procurement management processes that are required.
• Provide support in annual corporate environmental management (Green House Exercise). Manage the collection of information and respond to queries from the OTs in the development of their environmental savings projects.
• Coordinate monthly facility maintenance activities, storing digital and/or physical records for the generation of reports.
• Complete the annual file destruction exercise of the Country office in line with corporate policies, provide support and monitor the exercise to the field offices.
• Support the administration associate in other administrative and operational procedures and tasks, in accordance with the position profile, that are required to achieve the Office’s objectives.
• Collaborate with the planning and periodic monitoring of activities to achieve the proposed objectives.
• The other activities that are required in the exercise of the position, to achieve the objectives of the area.

OTHER POSITION REQUIREMENTS (the position manager will determine the details)

• This section is optional and serves to describe the additional responsibilities and knowledge required for the specific position.

MINIMUM REQUIREMENTS REQUESTED:

Education:         

• Professional degree in economic, administrative, financial, industrial engineering or related sciences.

Specific experience:  

• At least five (5) years of relevant progressive experience developing administrative support tasks, contract management, shipping operations management, production and analysis of management reports.
• Experience in using office software packages (Word, Excel, Power Point, etc.) and intermediate database management.
• Intermediate knowledge of spreadsheets and database packages.
• It is important to have analytical skills, experience and solid knowledge in administrative issues.
• Good human relations, communication skills with supervisors and clients, ease of working in multicultural environments and under pressure with a customer service focus.
• Desirable, experience in the use of WEB-based systems, use of WFP information systems, knowledge of WFP/United Nations rules and regulations.

Desirable: 

• Experience using WEB-based systems.
• Knowledge of PMA/United Nations rules and regulations.
• Experience in system management (SAP)

Languages:             

• Fluency in Spanish and intermediate knowledge of English.

Source: https://career5.successfactors.eu//career?career_ns=job_listing&company=C0000168410P&navBarLevel=JOB_SEARCH&rcm_site_locale=en_GB&career_job_req_id=833539