Administrative Travel Assistant

World Food Programme, Bogota, Colombia

Skill Required:, Finance and Accounts
Preferred Experience: 
2 years of relevant work experience
Closing Date for Applications: 
22nd January, 2020


Job Description

BACKGROUND AND PURPOSE OF THE ASSIGNMENT:

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 the Sustainable Development Goals (SDGs) 2 and 17 using innovative tools such as money transfers and local food purchases 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 objective is to rebuild and strengthen their livelihoods, 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.

The strategic orientation and the activities proposed in the Country Strategy respond to the sustainable development goals (SDGs) 2 and 17 and to the challenges currently facing the most vulnerable populations and local governments in Colombia. The Country Strategy contributes to building peace, reintegration and improving the livelihoods of the most vulnerable people.

The Colombian Family Welfare Institute in compliance with its principles and legislation, establishes strategies that allow it to provide care to the population victims of forced displacement and other victimizing events, or victims of disaster in the different territories of the country, contributing to the guarantee and effective enjoyment of the rights of children and adolescents, pregnant women, nursing mothers, indigenous families, black families, Afro-descendants, raizales and palenqueros and ROM families, victims of forced displacement or disaster victims, in the different territories of the country .

This requires joining technical, administrative and financial efforts in the application of strategies that contribute to guaranteeing the effective accompaniment of the population victims of forced displacement and other victimizing events in the context of the conflict, or victims of disaster through the operation of Mobile Units in 32 departments and the Capital District, by signing the Technical and Financial Cooperation Agreement with the World Food Program -PMA

OBJECTIVE:

The Administrative Assistant for the travel charge will be responsible for efficiently supporting all the general administrative, financial and operational processes that allow the travel management for the Mobile Units to be guaranteed, both in the management of advances, tickets and the payment of Refunds Likewise, he is responsible for managing all the information he requires for the fulfillment of his duties, as well as the information resulting from the work he performs; through the optimal use of the resources available under the principles of participation, respect, coexistence, equality and gender equity.

RESPONSIBILITIES:

  • Carry out the travel process for the professionals of the Mobile Units team in accordance with the procedures agreed with the ICBF.
  • Timely coordinate the payment of travel expenses to the officials of the WFP team .
  • Coordinate the payment of travel expenses of the Mobile Units team nationwide , according to the procedure established in the ICBF payment guide.
  • Maintain updated weekly the database of the professionals of Mobile Units, with respect to travel expenses, advances and tickets, in order to generate monthly reports in which the information is quantitatively and qualitatively analyzed.
  • Follow up on advances in travel and unconventional transportation, so that the legalization does not exceed 30 days.
  • Analyze the portfolio of travel agencies and maintain close communication to fix discrepancies , in order not to have invoices with maturities greater than 30 days.
  • Keep the inventory and control of the consumables of the office and tend for the reasonable use of them.
  • Provide the logistical support of events or meetings that are required for team activities within the protocols of the WFP Supply Chain area.
  • Collaborate with the planning and weekly monitoring of activities to the objectives proposed under the instructions of the Project Manager.
  • Respond to inquiries and escalate them if necessary, in order to provide a timely service to internal and external customers.
  • Manage documents and be a liaison with the WFP Central Office in administrative matters that allow optimizing activities.
  • Maintain standard file, correspondence and call log systems to ensure that information is accurate and readily available.
  • Support records in WFP corporate systems .
  • Incorporate Gender Analysis and Protection in each office activity.
  • Support the Project Manager in the other administrative, financial and operational procedures and tasks that are required to achieve the objectives of the Office.

SUPERVISION:Supervision is the responsibility of the Administrative and Financial Associate.

QUALIFICATIONS AND EXPERIENCE REQUIRED:

Education:Professional or technological degree in economic, administrative, financial, industrial engineering or related sciences.

Experience:

  • Three years of professional experience, Two (2) of them of progressive experience in administration, travel management, travel allowance, portfolio and administrative office work.
  • Intermediate knowledge in spreadsheets and database packages.
  • Desirable work experience at the United Nations

Languages:Fluency in Spanish

Source:https://career5.successfactors.eu//career?career_ns=job_listing&company=C0000168410P&navBarLevel=JOB_SEARCH&rcm_site_locale=en_GB&career_job_req_id=11...


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