WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply regardless of race, color, national origin, ethnic or social origin, genetic information, gender, gender identity and/or expression, orientation sexual orientation, religion or belief, HIV status or disability.
DEADLINE FOR SUBMISSION OF CANDIDATURES
The deadline to apply for this position is November 17, 2023.
ABOUT WFP
The United Nations World Food Program is the largest humanitarian agency fighting hunger in the world. WFP’s mission is to help the world achieve zero hunger in our lifetime. Every day, WFP works around the world to ensure that no child goes to bed hungry and that the poorest and most vulnerable people, especially women and children, have access to the nutritious food they need.
CONTEXT AND RESPONSIBILITIES/OBLIGATIONS
The person in this position will manage various administrative activities and processes, which requires the ability to analyze, understand and apply guidelines/standard practices. He will also have supervisory duties, may work in an emergency situation and develop/support the unit’s action plan.
Under the general supervision of the Deputy National Director and the direct supervision of the Administrative Director, the Administrative Assistant will perform the following tasks (please note that these tasks are only general and not exhaustive):
1. Ensure that all trips generated in WeTravel are correct and comply with WFP standards and procedures.
2. -Liaise with travel agencies to provide quality and cost-effective services to WFP. In particular, according to monthly reports, take corrective measures in the travel process to make the purchase and management of tickets more profitable.
3. Checks and reviews the monthly report submitted by the travel agency and reports discrepancies in invoices to the supervisor. Ensures that discrepancies between approved bills are corrected without delay.
4. Ensure that all units submit the monthly mission plan on time and correctly.
5. Provide a weekly report to the supervisor on staff missions by preparing reports through the WINGS system and the BCD agency travel platform.
6. Ensure proper tracking of documents in the shared folder and in the specific system for travel and other administrative tasks performed.
7. Assist the supervisor in ensuring effective tracking of all ongoing travel actions and take steps to prevent open files in the system.
8. Provide fleet and accommodation to new staff and mentor others to ensure the use of online platforms in line with WFP’s standardization and digitalization strategy.
9. Collaborate with the Protocol Office in Haiti and Headquarters to assist staff in obtaining visas and other documents necessary for travel.
10. Support the supervisor in the creation of standard operating procedures and provide briefings and guidance on administrative standards and procedures to colleagues responsible for the preparation of travel documents.
11. Support the supervisor, as needed, during field visits and inspections, travel, and other administrative duties covered by the unit to which he or she is attached.
12. Assist, as needed, the administrative unit in creating requisitions (PO, PR, MPO GRN/SES) in the WINGS management system for office procurement and service needs.
13. Ensure proper tracking of NFI/Services provided with the correspondent’s budget.
14. Support the Guest House Supervisor and Focal Point in regularly updating the online booking page and issuing monthly invoices and checklists, inspections.
15. Supervise support staff (Handler) and office cleaning staff.
16. Be available to provide training and guidance to all staff.
17. Support and train junior staff.
18. In addition to all the above tasks, the Administrative Assistant will carry out any other administrative tasks that his supervisor deems necessary to assign to him in the interest of the execution of office activities.
EXPECTED RESULTS:
– Timely execution of requests received on WeTravel in strict compliance with rules and regulations.
– Updating all supporting documents in the system in shared online folders.
– Assist supervisor in providing accurate and consistent reporting on travel and other administrative areas as required.
– Support the supervisor in the application of standardization and digitalization processes.
– Ability to work as a team and in emergency situations.
REQUIRED QUALIFICATIONS AND EXPERIENCE
Education: Baccalaureate.
Experience: Two or more years of progressively responsible professional experience in the field of related matters, with experience in general administrative work.
Languages: Good oral and written command of the Spanish language, intermediate of the French language and English will be valued.
Knowledge and skills:
– Be dynamic, proactive and independent in your approach to work, without being disrespectful to the supervisor or the team.
– Have a level of knowledge of the administrative process and information technology to support the administration and other units in their service requests.
– Be able to set priorities and work on multiple tasks and in emergency situations.
– Explore, develop and propose innovative work methods for daily and strategic activities that make the areas and units in which you work more effective.
– Good judgment: ability to analyze and examine large volumes of data.
– Proactive and demonstrate the ability to be attentive and know how to listen, have good internal and external communication skills in a clear and concise manner, orally and in writing
– Excellent customer service skills, ability to establish and maintain harmonious working relationships with colleagues.
– Ability to adapt well to a multicultural environment/good interprofessional relationships and demonstrate professionalism and respect.
TERMS AND CONDITIONS
Number of vacancies : 1
Based in: Panama City, Panama
Type of contract: SSA
Level: 5
Duration: 11 months.
WFP applies a zero-tolerance approach to conduct such as fraud, sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All successful candidates are expected to adhere to WFP’s standards of conduct and will therefore undergo rigorous internal or third-party background checks. Successful candidates will also be asked to provide additional information as part of the verification exercise. . Misrepresentation of information provided during the hiring process may result in disqualification or dismissal.
WFP will not request any payment at any stage of the procurement process, including the offer stage. Any request for payment should be rejected and reported to local law enforcement authorities for appropriate action.