Auxiliar Administrativo

Organizational Context

The United Nations World Food Programme (WFP) is the world's largest humanitarian organization fighting hunger. In Colombia, WFP supports national objectives aligned with SDGs 2 and 17, utilizing innovative tools like cash transfers and local food procurement. WFP's activities focus on vulnerable populations, including victims of violence, marginalized communities, and ethnic groups, aiming to rebuild livelihoods and ensure access to nutritious diets.

Job Purpose

The Administrative Assistant will provide essential operational support to the Field Office in Riohacha, La Guajira, under the direct supervision of the Administrative Assistant and coordination with the Head of Office. This role is crucial for ensuring the effective functioning of institutional operations by managing correspondence, responding to inquiries, and maintaining accurate records. The incumbent will also assist with travel arrangements and event organization, contributing to the efficient workflow of the team. Key responsibilities include data entry, document correction, and supporting administrative processes such as inventory management and supplier relations. This position requires a proactive individual with strong organizational skills and the ability to handle routine tasks autonomously while demonstrating good judgment in resolving unforeseen issues.

Responsibilities

The role involves a range of administrative and operational support tasks to ensure the efficient functioning of institutional operations. Key responsibilities include managing and distributing correspondence, reports, and other materials, ensuring timely delivery to meet staff needs. Responding to routine inquiries and escalating complex issues to appropriate channels is crucial for providing prompt and effective client service. The position also requires proofreading written documents to maintain accuracy and quality. Performing various operational support activities as needed contributes to the smooth running of the office. Additionally, the role entails making travel arrangements and assisting with event organization to enhance staff productivity. Maintaining organized office files, documents, and records according to established procedures is essential for easy information access. Data entry tasks are performed to ensure information is organized and accessible to the operational team. A foundational understanding of inventory management, administrative processes, competitive bidding for services, invoice handling, and supplier relations and negotiation is also expected. This role requires attention to detail, the ability to follow instructions, and effective communication skills.

Work Experience

Requires a minimum of three years of general administrative experience. Proficiency in SAP software and the Microsoft Office suite is necessary. Prior experience with NGOs or United Nations agencies is considered a plus.

Skills

Administrative Support, Correspondence Management, Report Correction, Operational Support, Travel Arrangements, Event Organization, Record Keeping, Data Entry, Inventory Management, Billing, Supplier Relations, Negotiation, SAP Software, Microsoft Office Suite, Spreadsheet Software, Database Software, Analytical Skills, Attention to Detail, Time Management, Interpersonal Skills

Explore related opportunities