Auxiliar de Apoyo Operativo

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 is recognized for its efforts and was awarded the Nobel Peace Prize in 2020 for its work in combating hunger and promoting peace. The organization values diversity and inclusion, ensuring that all employees are treated equally and fairly, regardless of their background. WFP invests in the personal and professional development of its employees through various training programs, mentorship opportunities, and internal mobility, fostering a culture of continuous learning and growth. To learn more about WFP, visit their official website and follow them on social media for updates and news.

Job Overview:
The position of Auxiliar de Apoyo Operativo is crucial for the effective functioning of the WFP's operations in Puerto Lempira, Honduras. The incumbent will be responsible for executing high-quality administrative and financial tasks that facilitate the efficient and timely development of field operations. This role requires a commitment to adhering to WFP's official rules and regulations while providing support to various administrative and financial processes. The Auxiliar will work closely with the Administration Officer and report directly to the head of the sub-office, ensuring that all operational needs are met and that services are delivered in a timely and accurate manner. The position demands a proactive approach to problem-solving and the ability to work collaboratively with diverse teams to achieve WFP's mission of providing humanitarian assistance to those in need.

Duties and Responsibilities:
The Auxiliar de Apoyo Operativo will have a wide range of responsibilities, including but not limited to:

• Gathering information to assist in the drafting of documents and preparation of reports by other staff members.
• Responding to inquiries and directing them to higher levels when necessary to ensure timely and accurate service to clients.
• Supporting the processing and management of routine administrative and financial tasks across various functional areas to contribute to effective resource management.
• Reviewing and correcting standard documents to ensure accurate documentation.
• Maintaining established systems and files to guarantee that information is accurate and readily available for relevant functions.
• Identifying simple discrepancies in statistics and data, such as missing information, and communicating these to senior officials to assist clients in their work.
• Ensuring data integrity to facilitate the availability of accurate information in institutional systems.
• Providing guidance on standard operational support methods and practices to less experienced colleagues to ensure consistent service delivery according to established requirements.
• Collaborating with a diverse range of individuals, gathering feedback as necessary to assist in providing operational support to staff. Specific responsibilities include:
• Developing procurement processes for non-food items (NFI) under $5K required for WFP operations, including drafting terms of reference, preparing comparative tables, budget estimates, creating purchase orders within the corporate system, and certifying services while ensuring compliance with WFP's official standards.
• Executing financial commitments within the designated period in the WFP corporate system for services such as fuel, rent, electricity, internet, vehicle maintenance, courier services, cleaning, and security" style="border-bottom: 1px dotted #007bff !important;">security.
• Conducting monthly verification of supplier invoices in the corporate system.
• Managing contracts with service providers in the area, ensuring compliance with conditions and validity to facilitate the operation of the sub-office.
• Managing national travel requests through the WFP corporate system, ensuring adherence to administrative and security regulations.
• Handling monthly tax exemptions for services and products as required, along with the respective settlements.
• Overseeing the maintenance of office facilities to ensure a clean and orderly environment for staff, in line with WFP's administrative and security standards.
• Managing and controlling the fleet and boats, ensuring proper use, timely maintenance, and compliance with official standards.
• Managing the reception and dispatch of documents and packages by sea or air. 1
• Controlling and managing inventories of assigned assets in the area. 1
• Handling petty cash and operational advances as required. 1
• Providing administrative support for organizing events and workshops when needed. 1
• Performing any other administrative functions assigned by the immediate supervisor.

Required Qualifications:
The ideal candidate for the Auxiliar de Apoyo Operativo position should possess the following qualifications: - Completion of secondary education is required. A post-secondary education certificate in Administration or related fields will be considered an asset. - A minimum of five years of demonstrated work experience in administrative activities is required. - Desirable (but not mandatory) qualifications include knowledge of WFP administrative policies and experience working with international organizations, embassies, or the UN system. - Professional demeanor, courteous, discreet, and prudent behavior is essential. - Proficiency in computer skills, internet usage, email communication, mobile phone applications, and other digital tools is required.

Educational Background:
Candidates must have completed their secondary education. A post-secondary education certificate in Administration or related fields is highly valued and may enhance the candidate's profile. This educational background is essential for understanding the administrative and financial processes that the position entails.

Experience:
The position requires a minimum of five years of demonstrated work experience in administrative roles. This experience should encompass a range of administrative and financial tasks, showcasing the candidate's ability to manage various responsibilities effectively. Experience working with international organizations, embassies, or within the UN system is desirable but not mandatory. Candidates should demonstrate a solid understanding of administrative processes and the ability to navigate complex organizational structures.

Languages:
The mandatory language requirement for this position is a Level C proficiency in Spanish, which indicates a high level of fluency and comprehension. Additionally, a Level B proficiency in English is also required, allowing for effective communication in both languages. Knowledge of other languages may be considered an asset but is not mandatory for this role.

Additional Notes:
This position is based in Puerto Lempira, Honduras, and is expected to be a full-time role. The contract duration and specific seniority level will be determined based on the candidate's qualifications and experience. WFP is committed to providing an inclusive work environment and encourages applications from individuals with disabilities, offering reasonable accommodations throughout the recruitment process. The organization does not charge any fees for applications or recruitment processes, ensuring a fair and transparent hiring process. Candidates are advised to submit their applications exclusively through the WFP online recruiting system, as applications sent via email or other channels will not be considered.