Asistente Senior Administrativo/a

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 ensuring security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security for vulnerable populations. WFP's core values include Integrity, Collaboration, Commitment, Humanity, and Inclusion, which guide its operations and interactions with partners and beneficiaries. The organization has received numerous accolades for its work, including the Nobel Peace Prize in 2020, highlighting its significant contributions to global humanitarian efforts. WFP is dedicated to fostering a diverse and inclusive workforce, encouraging individuals from all backgrounds to apply for positions within the organization.

Job Overview:
The Senior Administrative Assistant position within the Emergency Preparedness and Response Unit at WFP is crucial for ensuring the smooth operation of administrative processes that support emergency response activities. The role involves a variety of administrative tasks that require a solid understanding of WFP's policies and procedures. The successful candidate will be responsible for providing comprehensive administrative, financial, logistical, and documentation support to the unit, ensuring compliance with organizational policies and donor requirements. This position is not only about managing day-to-day administrative functions but also about contributing to the overall mission of WFP by enabling effective humanitarian assistance to reach those in need. The role requires a proactive approach to problem-solving and the ability to work collaboratively with various stakeholders, including internal teams, partners, and donors. The Senior Administrative Assistant will report directly to the Emergency Preparedness and Response Officer and will play a key role in maintaining efficient operations within the unit.

Duties and Responsibilities:

• Comprehensive Administrative Management: Provide administrative, financial, logistical, and documentation support, ensuring adherence to WFP and donor policies. Manage all administrative procedures throughout the procurement, contracting, and service delivery phases. Act as the administrative focal point for various units within WFP, partners, and donors.
• Document and Data Management: Maintain both digital and physical administrative records, ensuring secure and quick access to documents. Implement the organization's data protection policy. Assist in drafting meeting minutes, reports, and progress updates.
• Financial and Budget Management: Contribute to budget planning, monitoring, and financial performance analysis. Prepare and update monthly budget tracking. Manage payment requests, reimbursements, and advances for projects. Assist in reviewing invoices and receipts in line with WFP and donor policies. Support the preparation of interim and final financial reports.
• Coordination and Communication: Facilitate effective communication with internal and external stakeholders regarding administrative and financial matters. Organize inter-agency meetings, workshops, and events, including logistics and follow-up on commitments. Coordinate administrative orientations for new staff. Provide guidance and training on budget planning, fund management, and operational planning. Execute additional tasks as required to meet project and departmental objectives.

Required Qualifications:
Minimum education requirement includes completion of secondary education. A professional degree in administrative fields, finance, economics, accounting, statistics, or related areas is desirable. Candidates must demonstrate a minimum of five years of relevant experience in administrative roles. Proven understanding of WFP regulations, policies, procedures, and management systems is essential. Experience in data collection and basic analysis related to management services is required. Candidates should have experience in providing support and guidance to staff, working collaboratively across functional teams, and using office software packages (Word, Excel, PowerPoint) with intermediate database management skills. Strong interpersonal skills, effective communication abilities, and the capacity to work in multicultural environments under pressure are crucial. Familiarity with WFP information systems and knowledge of UN regulations is advantageous. Understanding of data protection policies and the ability to provide basic training to new staff are also required.

Educational Background:
Candidates must have completed secondary education, with a preference for those holding a professional degree in relevant fields such as administration, finance, economics, accounting, or statistics. This educational background is essential to ensure that candidates possess the foundational knowledge necessary for the administrative functions of the role.

Experience:
Candidates are required to have a minimum of five years of relevant experience in administrative roles. This experience should include a demonstrated understanding of WFP's regulations, policies, and procedures, as well as experience in data collection and analysis related to management services. Experience in providing support to staff and working collaboratively with teams across different functional areas is also necessary.

Languages:
Fluency in Spanish is mandatory for this position, as it is the primary language of communication within the organization and with local stakeholders. Proficiency in English is highly desirable, as it facilitates communication with international teams and partners.

Additional Notes:
The contract duration for this position is six months, with the possibility of extension based on performance and available funding. The contractual modality is a Service Contract (SC) at Level SC L

• The position is based in Bogotá, Colombia, but candidates may be considered for future opportunities in other locations as operational needs arise. Inclusion in the roster of eligible candidates does not guarantee immediate employment but allows for consideration for relevant future vacancies. WFP is committed to providing reasonable accommodations for individuals with disabilities throughout the recruitment process.