Asistente 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 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. For more information, visit the WFP website at https://www.wfp.org and follow their social media channels for updates on their initiatives and impact.

Job Overview:
The Asistente Administrativo/a position within the Gender, Protection, and Inclusion Unit at WFP Colombia is crucial for supporting the administrative functions of the unit. The role involves a variety of tasks that require a solid understanding of administrative processes and the ability to interpret guidelines and standard practices. The incumbent will work under the direct supervision of the Gender and Protection Officer, ensuring that all administrative activities align with WFP's policies and the requirements of donors. This position is designed for individuals who are proactive, detail-oriented, and capable of managing multiple tasks efficiently. The Asistente Administrativo/a will play a key role in facilitating the unit's operations, contributing to the overall mission of WFP to combat hunger and promote food security among vulnerable populations in Colombia. The position is based in WFP's central office in Bogota and is expected to last until October 31, 2026, under a Special Services Agreement (SSA) contract modality.

Duties and Responsibilities:
The Asistente Administrativo/a will be responsible for a comprehensive range of administrative, financial, logistical, and documentation support tasks. Key responsibilities include:

• Providing administrative support to ensure compliance with WFP and donor policies throughout all phases of procurement, contracting, and service delivery processes.
• Acting as the administrative focal point for communication with various WFP units, partners, and donors.
• Managing procurement processes by collecting necessary legal documents from suppliers and ensuring compliance with WFP and donor requirements.
• Processing and managing logistical and operational tasks related to the Gender, Protection, and Inclusion Unit's projects, including coordinating logistics for activities and events.
• Ensuring that action plans and activity schedules align with procurement plans and available resources, adhering to WFP's operational and financial manuals.
• Maintaining organized digital and physical records of administrative documents for quick and secure access.
• Contributing to budget planning, monitoring, and financial performance analysis of projects.
• Preparing and updating monthly budget tracking reports.
• Managing payment requests, reimbursements, and advances for projects implemented by cooperating partners. 1
• Supporting the review of invoices and receipts in accordance with WFP and donor policies. 1
• Assisting in the preparation of interim and final financial reports. 1
• Managing micro-purchases following WFP's standard procedures. 1
• Facilitating effective communication with internal and external stakeholders regarding administrative and financial matters. 1
• Coordinating inter-agency meetings, workshops, and events, including logistics and follow-up on commitments. 1
• Performing other activities as required to achieve project objectives and support the unit's goals.

Required Qualifications:
Minimum requirements for this position include:

• Completion of secondary education. A professional degree in administrative fields, finance, economics, accounting, statistics, or related areas is desirable.
• A minimum of four years of relevant experience in administrative roles, demonstrating a solid understanding of regulations, policies, procedures, and systems related to WFP's management services.
• Proven experience in data collection and basic analysis related to management service portfolios, such as assets, facilities, travel, or similar areas.
• Experience in providing support to staff by offering advice and guidance.
• Experience working collaboratively with teams across different functional areas.
• Proficiency in office software packages (Word, Excel, PowerPoint, etc.) and intermediate knowledge of databases.
• Strong 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 knowledge of daily tasks and work methods to finalize processes with minimal supervision.
• Familiarity with WFP information systems and knowledge of WFP/UN regulations and standards. 1
• Understanding of data protection policies for sharing information with a diverse range of individuals. 1
• Ability to identify data discrepancies and resolve issues requiring attention. 1
• Capacity to provide basic guidance or training to new staff in the workplace. 1
• Knowledge and understanding of gender and protection approaches.

Educational Background:
The educational background required for this position includes the completion of secondary education as a minimum. A professional degree in areas such as administration, finance, economics, accounting, statistics, or other fields relevant to the job functions is highly desirable. This educational foundation is essential for understanding the complexities of administrative processes and the financial management aspects of the role.

Experience:
Candidates must possess a minimum of four years of relevant experience in administrative roles. This experience should encompass a solid understanding of the regulations, policies, procedures, and systems related to WFP's management services. Additionally, candidates should have demonstrated experience in data collection and analysis, as well as the ability to work collaboratively with teams across various functional areas. Experience in providing support and guidance to staff is also essential, along with proficiency in office software and databases.

Languages:
Fluency in Spanish is mandatory for this position, as it is the primary language of communication within the organization and with stakeholders. Knowledge of English is highly desirable, as it may facilitate communication with international partners and enhance the candidate's ability to engage in a global context.

Additional Notes:
The contract duration for this position is until October 31, 2026, under a Special Services Agreement (SSA) modality. The position is classified at the SSA 4 level, indicating a mid-level role within the organization. WFP is committed to recruiting individuals from diverse backgrounds and encourages applications from all qualified candidates, including those with disabilities. The organization offers a competitive compensation package and invests in the personal and professional development of its employees through various training and mentorship programs. WFP emphasizes the importance of creating an inclusive work environment free from discrimination and harassment, ensuring that all employees can thrive and contribute to the organization's mission.