Administrative Assistant

World Food Programme, Cúcuta, Colombia

Skill Required:, HR and Admin
Preferred Experience: 
3 Years
Closing Date for Applications: 
19th October, 2020


Job Description

ORGANIZATIONAL CONTEXT:

The United Nations World Food Program (WFP) is the world's largest humanitarian agency to fight hunger. In Colombia, the support that WFP provides to the national government responds to Sustainable Development Goals (SDGs) 2 and 17 by making use of innovative tools such as cash transfers and local purchase of food through farmers' associations. WFP's activities in Colombia focus on the most vulnerable populations, which include victims of violence, marginalized communities and ethnic groups. The goal 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 ability to recover and adapt to climate change.

These positions must be filled in the eight (8) field offices of WFP Colombia (Arauca, Cali, Cúcuta, Florencia, Montería, Pasto, Quibdó and Riohacha). The holders of this position will perform administrative support functions in the field offices and will report to the Head of the Office to which they are assigned with functional supervision of the Administration and Finance Unit in Bogotá.

At this level, work is carried out with minimal supervision. The licensees must carry out an organized and precise work, taking charge of specific activities of operational and administrative support. They may also provide guidance on standard practices to officials less experienced in their field of activity.

PURPOSE OF THE POSITION:

Complete standard operational and administrative support processes in relation to a specific professional sphere, in order to facilitate the effective delivery of services.

MAIN RESPONSIBILITIES (indicative and non-exhaustive list):

  • Gather information to serve as the basis for document writing and reporting requested by WFP Central Office and other staff members.
  • Respond to inquiries and refer them, where appropriate, to higher levels, in order to provide a timely and correct service to customers.
  • Support the processing and management of ordinary financial and administrative tasks (event and meeting logistics) in various functional areas, to contribute to the effective and timely management of resources.
  • Provide standard document review and correction services, to contribute to the preparation of accurate documentation.
  • Spot simple discrepancies in statistics and data, such as missing information, and report them to senior officials to help clients get their jobs done.
  • Respond for the integrity of the data to facilitate the availability of accurate information in institutional systems.
  • Provide guidance on routine operational support methods and practices to less experienced colleagues to ensure services are delivered consistently and according to established requirements.
  • Work with a wide variety of people, gathering feedback, where appropriate, to assist in providing operational support to staff.
  • Carry out and monitor requests for operational advances and legalizations of the staff of the Field Office with the Administration and Finance Unit.
  • Maintain standard active and inactive filing, correspondence and call log systems to ensure information is accurate and readily available.
  • Maintain adequate control of administrative contracts, providing inputs to increasingly improve the contracting processes, with prior approval from the Country Office.
  • Upload billing information and process receipts for goods and services in corporate systems (ITS and Wings) according to organization policies
  • Carry out the purchasing processes required in the Field Office in accordance with the spending plan for the normal development of the implemented actions, guaranteeing compliance with the WFP rules and procedures.
  • Comply with the operational standards of field mission trips of their teammates and provide required logistical support, in a timely manner and in compliance with the rules and procedures of the WFP.
  • Follow up on the allocation and movements of assets, goods and equipment of the OT, implementing control and reporting mechanisms in accordance with corporate rules and procedures.
  • Manage the petty cash and resources (fund reservation) under the principle of honesty and responsibility, make timely reimbursements and monthly cash accounting and comply with the semi-annual random accounting audited by the Head of the Field Office.
  • Follow up on compliance with required preventive maintenance. Generate reports of vehicles requested by the central office and audit the efficient use of fuel and travel resources; and inform and support in a timely manner if claims occur under the PMA procedure .
  • Support the Head of the Field Office with compliance with the operational security standards (MOSS) in terms of availability of security elements such as fire extinguishers, first-aid kit, evacuation routes, attention lines in case of emergency.
  • Collect information indicated in the WFP Green House policy, report it to the Administration and Finance Unit and provide ideas to mitigate the environmental impact and implement them in the Field Office.
  • Other activities related to financial and administrative issues.

THE FOUR FUNDAMENTAL ORGANIZATIONAL CAPACITIES:

MINIMUM STANDARD QUALIFICATIONS AND EXPERIENCE:

Training: Completion of the secondary education cycle. Desirable, post-secondary studies in administrative, accounting or related to the functions of the position.

Experience:

  • At least four (4) years of experience with increasing responsibilities in the corresponding operational sphere, and experience in general administrative tasks.
  • Experience in using computers and office software packages (MS Word, Excel, etc.). Advanced knowledge of spreadsheets and database packages
  • Experience in managing web-based management systems, preferably SAP.

Knowledge:

  • Knowledge of daily work tasks and methods in order to complete processes with minimal supervision.
  • Touch and courtesy to exchange information with a wide variety of people.
  • Ability to detect data discrepancies and resolve issues that require attention.
  • Ability to offer guidance or basic on-the-job training to junior staff.
  • Knowledge and understanding of the gender and protection approach is desirable
  • General knowledge of the policies, norms, regulations and procedures of the United Nations system in the area of ​​administration and finance, will be valued positively.

Languages: Command of Spanish. Desirable 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=12...


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