Asistente Administrativo

Job Posting Organization:
The World Food Programme (WFP) is the world’s largest humanitarian organization, dedicated to saving lives in emergencies and using food assistance to build pathways to peace, stability, and prosperity for people recovering from conflict, disasters, and the impacts of climate change. Established in 1961, WFP operates in over 80 countries, employing thousands of staff members who are committed to the mission of eradicating hunger and improving nutrition. WFP is recognized for its efforts and was awarded the Nobel Peace Prize in 2020 for its work in combating hunger and promoting peace. The organization values diversity and inclusion, ensuring equal employment opportunities for all individuals, regardless of their background or identity. WFP is committed to creating a healthy and inclusive work environment, where employees can thrive and contribute to the mission of saving lives and changing lives through effective humanitarian assistance.

Job Overview:
The position of Asistente Administrativo at WFP is designed to support the effective delivery and maintenance of quality administrative practices that are customer-focused and value-oriented. The role is crucial in ensuring that administrative processes are carried out efficiently and effectively, contributing to the overall mission of WFP. The incumbent will work under the supervision of the Senior Administrative Associate and will be responsible for a variety of administrative tasks that require a certain level of interpretation of guidelines and standard practices. This position is expected to manage and execute a series of processes and activities, providing recommendations and support to staff at various levels. The Asistente Administrativo will play a key role in facilitating smooth operations within the office, ensuring that all administrative functions are performed to the highest standards, and contributing to a positive work environment.

Duties and Responsibilities:
The Asistente Administrativo will be responsible for a range of duties, including but not limited to: verifying service delivery, managing facilities and light vehicles, coordinating travel arrangements, handling asset management, and maintaining processes related to these areas to ensure a safe and comfortable work environment. The incumbent will collect and process information for dissemination, assisting in the preparation of standardized documents and reports for the unit, aimed at decision-making and effective resource management. Additionally, the role involves managing and maintaining both physical and electronic records in accordance with established procedures, ensuring quick and easy access to data as needed. The Asistente Administrativo will conduct basic data research and analysis to provide accurate and effective information for resource management. Acting as a first point of contact for internal inquiries, the incumbent will facilitate efficient resolution of daily processes. The role also includes providing guidance on standard methods and practices in the area of work, contributing to continuous improvement of services. Training and orientation of staff on administrative procedures, policies, processes, and corporate systems will also be part of the responsibilities, ensuring consistency and effectiveness in service delivery to all clients. Furthermore, the Asistente Administrativo will manage and monitor the registration and maintenance of the supplier database through WFP's corporate systems, addressing any operational issues that arise. The role requires following up on operational (administrative/financial) actions at the inter-agency level within the United Nations system and facilitating the corresponding reports to the Finance and Administration Officer.

Required Qualifications:
The ideal candidate for the Asistente Administrativo position should possess a basic understanding of administrative services functionality, aimed at efficient resource management necessary for WFP's intervention areas. The candidate should demonstrate the ability to convert business plans into clear actions that support program implementation. Knowledge of internal controls, risk management, and monitoring mechanisms is essential, as well as the ability to supervise staffing trends and resource usage to anticipate and escalate potential issues to program leaders and key clients. A comprehensive understanding of best practices, techniques, and processes in administration is required, along with a good grasp of WFP's standards, processes, and infrastructure in the area of responsibility. The candidate should also exhibit a strong customer orientation, ensuring that administrative work meets established standards and protocols for service excellence, and that client issues are identified and resolved promptly.

Educational Background:
Candidates must have completed secondary education. A post-secondary education certificate in a relevant functional area will be considered an asset. This educational background is essential to ensure that the candidate possesses the foundational knowledge required for the administrative functions of the role.

Experience:
Candidates should have demonstrated experience in performing routine administrative activities in accordance with WFP's operational standards. Experience in providing ad hoc guidance to new staff members is desirable, showcasing the candidate's ability to support and mentor others in the administrative processes.

Languages:
Fluency in Spanish is mandatory, and proficiency in English at a B2 level is required. This bilingual capability is essential for effective communication within the diverse and multicultural environment of WFP, enabling the candidate to engage with colleagues and stakeholders from various backgrounds.

Additional Notes:
The position is a Fixed-Term contract at level 5, with a duration of twelve months, subject to renewal based on performance evaluation. The role is based in Guatemala City, within the WFP Country Office, and reports to the Senior Administrative Associate. WFP emphasizes the importance of an inclusive work environment and is committed to providing reasonable accommodations for individuals with disabilities throughout the recruitment process. The organization does not charge any fees in connection with the application or recruitment process, and candidates are encouraged to ensure their application profiles are complete and accurate before submission.