Administrative Support

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 alleviating hunger and improving nutrition. WFP's vision is to create a diverse, skilled, and high-performing workforce that operates in a healthy and inclusive environment, embodying values such as Integrity, Collaboration, Commitment, Humanity, and Inclusion. WFP has been recognized for its efforts, being awarded the Nobel Peace Prize in 2020, and continues to invest in the personal and professional development of its employees through various training and mobility opportunities.

Job Overview:
The Administrative Support position at WFP in Côte d'Ivoire involves providing essential administrative assistance to teams within the country office. The role is supervised directly by the Head of Finance and Management Services or their deputy. The incumbent is expected to execute structured and precise work, contributing to the effective management of assets, facilities, travel, and fleet operations. This position is crucial for ensuring that staff receive the necessary support to perform their duties efficiently. The successful candidate will be responsible for daily administrative tasks, maintaining accurate records, and ensuring compliance with WFP's operational standards. The role requires a proactive approach to problem-solving and the ability to work collaboratively in a multicultural environment.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Support position include, but are not limited to: daily support in managing assets, facilities, travel, and fleet; responding to routine inquiries and escalating issues as necessary; tracking contracts related to management services, including maintenance and general services; assisting in evaluating installation and repair work; maintaining accurate inventory records; coordinating services related to office organization and cleanliness; supervising regular maintenance and repair work; providing technical guidance to external contractors; preparing and communicating reports on services rendered and materials used; acting as a travel focal point to assist with travel bookings; managing correspondence and documentation; facilitating administrative processes related to visas and permits; welcoming and onboarding new staff; and performing any other tasks as assigned by the supervisor.

Required Qualifications:
Candidates must possess a strong command of office software tools, including Word and Excel, and have a solid understanding of administrative procedures related to asset management, inventory, fleet operations, and contract tracking. Attention to detail is essential for maintaining accurate records and identifying discrepancies. The ability to organize and prioritize tasks effectively while adhering to deadlines is crucial. Clear and courteous communication skills are necessary, particularly in a multicultural context, with strong writing abilities in French and operational proficiency in English being desirable.

Educational Background:
A minimum educational requirement for this position is a high school diploma (Baccalauréat) along with a diploma or certificate in administrative management or a related field. This educational background provides the foundational knowledge necessary for effective administrative support within the organization.

Experience:
Candidates should have at least three years of professional experience in administrative roles. This experience should encompass a range of administrative tasks, demonstrating the ability to manage multiple responsibilities effectively and efficiently. Familiarity with humanitarian operations or experience in a similar international organization would be advantageous.

Languages:
Fluency in French is mandatory, with a good command of English being an asset. Proficiency in both languages will facilitate effective communication within the diverse WFP team and with external partners.

Additional Notes:
This position is full-time and based in Abidjan, Côte d'Ivoire. The role may involve working in a multicultural environment, and WFP is committed to providing reasonable accommodations for individuals with disabilities throughout the recruitment process. The organization does not charge any fees for applications or recruitment processes, ensuring a fair and transparent hiring process. Selected candidates will undergo rigorous reference and background checks to ensure compliance with WFP's standards of integrity and professionalism.