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 improving nutrition. WFP's work is guided by its core values of Integrity, Collaboration, Commitment, Humanity, and Inclusion, ensuring that the organization remains focused on its goal of providing effective humanitarian assistance to those in need. WFP has been recognized for its efforts, including being awarded the Nobel Peace Prize in 2020, highlighting its significant contributions to global peace and security" style="border-bottom: 1px dotted #007bff !important;">security through food assistance. The organization emphasizes diversity and inclusion in its workforce, encouraging applications from individuals of all backgrounds and experiences.

Job Overview:
The Senior Administrative Assistant position at WFP is crucial for ensuring the smooth operation of administrative functions within the organization. This role involves providing comprehensive support to the Area Office team and collaborating with national units to facilitate effective communication and coordination. The Senior Administrative Assistant will be responsible for managing various administrative tasks, including procurement, finance, human resources, and logistics, ensuring that all activities are conducted in accordance with WFP's policies and procedures. This position requires a proactive approach to problem-solving and the ability to work under pressure in a multicultural environment. The successful candidate will play a key role in enhancing the efficiency and quality of service delivery within the organization, contributing to WFP's mission of alleviating hunger and supporting vulnerable populations.

Duties and Responsibilities:
The Senior Administrative Assistant will undertake a variety of responsibilities, including but not limited to:

• Performing tasks within the Management Services portfolio to ensure efficient and high-quality service delivery.
• Collecting data and preparing basic analyses to contribute to the generation of reports for effective resource management.
• Executing administrative actions related to procurement, finance, human resources, event logistics, supplies, asset management, filing, travel, security, petty cash, and payment processing (DSA, invoices) in accordance with WFP procedures.
• Maintaining proper control of administrative contracts and providing inputs to improve procurement processes, subject to Country Office approval.
• Managing petty cash and assigned resources with integrity and responsibility, ensuring timely reimbursements and conducting monthly and semi-annual audits.
• Coordinating vehicle fleet management, supervising drivers, managing vehicle maintenance, monitoring fuel consumption, and arranging private vehicle rentals as needed.
• Keeping physical and digital records in accordance with established procedures, ensuring quick and secure access to information.
• Serving as the first point of contact for internal inquiries, providing timely and accurate responses to facilitate efficient problem resolution.
• Utilizing digital tools and technology applications to optimize work practices and enhance customer service. 1
• Supporting the administrative preparation of inter-agency initiatives aimed at generating savings and improving service quality. 1
• Acting as a liaison with other functions and external contractors to facilitate efficient service delivery. 1
• Advising and guiding supervised staff in their duties, promoting best practices and the achievement of objectives. 1
• Participating in emergency preparedness and response activities, following supervisor directives. 1
• Supporting logistical and financial management of field missions, ensuring compliance with WFP norms and procedures. 1
• Performing any other tasks required to achieve the objectives of the area.

Required Qualifications:
The minimum qualifications required for this position include:

• Completion of secondary education. A professional degree in economics, administration, finance, industrial engineering, or related fields is desirable.
• At least five (5) years of progressively responsible experience in administrative support, contract management, and operational management.
• Proficiency in office software packages (Word, Excel, PowerPoint, etc.) and intermediate knowledge of database management.
• Strong analytical skills and solid knowledge of administrative matters.
• Excellent interpersonal skills, effective communication abilities with supervisors and clients, and the capacity to work in multicultural environments under pressure with a customer service focus.
• Desirable experience in using web-based systems and knowledge of WFP's regulations and policies.
• Familiarity with SAP systems is an advantage.

Educational Background:
Candidates should have completed their secondary education, with a preference for those holding a professional degree in fields such as economics, administration, finance, industrial engineering, or related disciplines. This educational background will provide the necessary foundation for understanding the complexities of administrative functions within WFP.

Experience:
Candidates are expected to have a minimum of five (5) years of relevant progressive experience in administrative support roles. This experience should include responsibilities related to contract management, operational logistics, and the production and analysis of management reports. Familiarity with office software and database management is essential, as well as the ability to work effectively in a fast-paced environment.

Languages:
Fluency in Spanish is mandatory, given the location of the position in Colombia. Proficiency in English is also desirable, as it will facilitate communication within the international context of WFP's operations. Additional language skills may be considered an asset, enhancing the candidate's profile for this role.

Additional Notes:
This position is a Service Contract with a duration of 6 months, with the possibility of extension based on performance and available funding. The role is based in Riohacha, La Guajira, Colombia, and is part of a broader effort to establish a roster of qualified candidates for future opportunities in other locations where operational needs arise. Inclusion in the roster does not guarantee immediate employment but allows for candidates to be contacted for relevant vacancies as they become available. The remuneration level for this position is classified as SC 5, and WFP offers an attractive compensation package along with a commitment to employee development through various training and professional growth opportunities.