Asistente Administrativo de Viajes

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's vision is to create a future where every person has access to the food they need to live a healthy and active life. The organization emphasizes diversity and inclusion, ensuring that all employees are treated equally and fairly, regardless of their background or identity. WFP has received numerous accolades for its work, including the Nobel Peace Prize in 2020, highlighting its commitment to humanitarian efforts and global security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security. To learn more about WFP, visit their official website and follow them on various social media platforms for updates and news.

Job Overview:
The position of Asistente Administrativo de Viajes at WFP involves supporting the administrative, financial, and operational processes necessary for the execution of travel-related agreements. The role is crucial in ensuring that travel arrangements are handled efficiently and in compliance with established procedures. The assistant will work under the supervision of the Information, Monitoring, and Registration Associate or a designated supervisor, contributing to the overall effectiveness of the organization's travel management. The position requires a proactive approach to managing travel logistics, ensuring that all necessary documentation is processed timely and accurately. The assistant will also be responsible for maintaining databases related to travel expenses and providing regular reports that analyze travel data. This role is essential for supporting WFP's mission to deliver humanitarian assistance effectively and efficiently, particularly in vulnerable communities in Colombia.

Duties and Responsibilities:

• Process assigned travel requests, ensuring compliance with established procedures.
• Manage payments for tickets, per diems, advances, reimbursements, and other travel-related expenses for assigned processes.
• Monitor the legalization of travel expenses and unconventional transport, ensuring completion within the corresponding month and not exceeding 30 calendar days.
• Review pending invoices, identify discrepancies, and follow up to ensure timely payments.
• Continuously update the travel expense database to prepare bi-weekly and monthly reports that include quantitative and qualitative analyses of the information.
• Monitor the expiration of Micro Purchase Orders (MPOs) and issue corresponding alerts.
• Control the inventory of office consumables, promoting rational use.
• Provide logistical support for events and meetings according to established protocols.
• Coordinate and supervise national courier and shipping services. 1
• Participate in weekly planning and follow-up of activities aligned with objectives defined by supervision. 1
• Address inquiries from internal and external clients, escalating when necessary to ensure timely responses. 1
• Manage documentation and act as an administrative liaison with the central office, facilitating the optimization of activities. 1
• Maintain standard filing systems, correspondence records, and telephone messages to ensure availability and accuracy of information. 1
• Support the registration of information in corporate systems. 1
• Perform other duties as assigned related to the position.

Required Qualifications:
Education: Completion of secondary education is required. A professional degree in administrative sciences, accounting, economics, finance, or related fields is desirable. Specific Experience: A minimum of four (4) years of progressively responsible experience in administration, travel management, handling per diems, accounts, and office administrative work is required. Intermediate knowledge of spreadsheets and database packages is essential. Candidates should demonstrate strong organizational skills and attention to detail, as well as the ability to work collaboratively in a team environment. Knowledge of WFP's policies and procedures related to travel and finance is an advantage.

Educational Background:
Candidates must have completed secondary education, with a preference for those who have obtained a professional degree in fields related to administration, finance, or economics. This educational background is essential for understanding the complexities of travel management and financial processes within the organization.

Experience:
The position requires a minimum of four years of relevant experience in administrative roles, particularly in travel management and financial administration. Candidates should have a proven track record of managing travel logistics, processing payments, and maintaining accurate records. Experience in a humanitarian or international organization is highly valued, as it demonstrates familiarity with the unique challenges and requirements of such environments.

Languages:
Fluency in Spanish is mandatory, as it is the primary language of communication within the organization and the communities served. Intermediate knowledge of English is desirable, as it facilitates communication with international colleagues and stakeholders. Proficiency in additional languages can be an asset, enhancing the candidate's ability to engage with diverse populations.

Additional Notes:
The position is offered as a Service Contract (SC) for a duration of six (6) months, with the possibility of renewal subject to performance and available funding. The remuneration level is classified as SC4, which corresponds to the specific responsibilities and requirements of the role. WFP is committed to providing a supportive work environment and encourages applications from individuals with disabilities, ensuring reasonable accommodations are available throughout the recruitment process. The organization emphasizes the importance of diversity and inclusion, welcoming candidates from various backgrounds and experiences. All employment decisions are made based on organizational needs, job requirements, merit, and individual qualifications.